PFD report

Paige Jeannette ALLEN · Prevention of Future Deaths report

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Issued 26 May 2023•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
1

Raised in this report

Recipients
1

Named on the report

Responses found
1

Of 1 recipient

Stated actions
17

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

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Report evidence summary

Concerns raised1

  1. Failure to provide assessing practitioners with immediate and comprehensive access to relevant mental health records across localities
    Part of recurring concern: Failure to make relevant mental health assessment information available across care settingsPart of recurring concern: Inadequate mental health risk assessmentPart of recurring concern: Unreliable access to relevant clinical records for safe care
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.11

  1. Action

    Standardise management of required 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 2 July 2026.
  2. Action

    Use secure email inboxes for information sharing between RGH and Bridgend mental health teams.

    Stated by Cwm Taf Morgannwg University Local Health BoardStated completedThe respondent said that this action was complete when they made their response on 2 July 2026.
  3. Action

    Review the unified-record business case using implementation lessons to determine required resources and approach.

    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 2 July 2026.

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 integrated electronic record was delayed by infrastructure and resource issues, while national programme review affected implementation timescales.

    Stated by Cwm Taf Morgannwg University Local Health BoardUnable 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 provide assessing practitioners with immediate and comprehensive access to relevant mental health records across localities

Wider context from the report

“Whilst I did not find that the matter of concern outlined below was directly causative of, nor contributory to, Miss Allen’s death, my concern broadly is that those patients who contact mental health services in Cwm Taf Morgannwg University Health Board (CTMUHB), especially at the time of crisis may be assessed without the assessing practitioner having immediate & comprehensive access to relevant and proximate medical records, notes & plans (such as WARRN assessments, & Care & Treatment Plans). More particularly, the evidence indicated that should a patient present to mental health services in the Bridgend locality, but have their secondary mental health care managed in either the Merthyr/Cynon locality or the Rhondda/Taff/Ely locality or vice versa, the assessing practitioner will not immediately i.e. at the time of assessment, have access to that patient’s FACE records. My concern is that this has the potential to deprive the assessing practitioner of pertinent and proximate material which may increase the risk of an incomplete or insufficient assessment. That being potentially significant in informing the assessing practitioner of his/her action/planning for that individual in crisis. Whilst I received evidence that CTMUHB has pledged to adopt a system, which it is believed will ameliorate the current situation, I am concerned that until such time as the same is available and immediately accessible across the three localities, the risk identified persists. Interim measures may wish to be considered to mitigate the risk identified. ”

Is this part of a recurring concern?

Yes — Failure to make relevant mental health assessment information available across care settings; Inadequate mental health risk assessment; Unreliable access to relevant clinical records for safe care.

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

Standardise management of required paper records.

Verbatim wording from the response

“Chaired by the Clinical Service Group manager for Merthyr and Cynon Locality, with a multidisciplinary group from across CTM, the HQCR has aligned this work with the recommendations and learning from recent external reviews most particularly the May 2022 Healthcare Inspectorate of Wales (HIW) Review of Discharge Arrangements for Adults from Inpatient Mental Health Services within CTMUHB. A programme of work is underway to:”

Source location

Response from Cwm Taf Morgannwg University Health Board
Page 2 · response
Published 2 July 2026

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 secure email inboxes for information sharing between RGH and Bridgend mental health teams.

Verbatim wording from the response

“The HQCR group has undertaken process mapping regarding passing patient information between Community Mental Health Team (CMHT) and Inpatient for admission and discharge developing flow diagrams that have been shared across the Care Group. They have also developed a number of user guides on how to access and use FACE/w-drive when accessing RTE and M&C records. At present the Mental Health teams will continue to use email to share information between RGH and Bridgend but now a secure email inbox is used at all times to ensure confidentiality but also simplifying access and gathering of information.”

Source location

Response from Cwm Taf Morgannwg University Health Board
Page 3 · response
Published 2 July 2026

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 unified-record business case using implementation lessons to determine required resources and approach.

Verbatim wording from the response

“The business case is in the process of review, with the lessons from Aneurin Bevan seen as key to fully understanding the resources and approach required to best move forward with minimal delay. In addition the Health Board is working in partnership with Health Education Improvement Wales to develop digital champion roles to influence and lead digital workforce transformation.”

Source location

Response from Cwm Taf Morgannwg University Health Board
Page 4 · response
Published 2 July 2026

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 phasing out paper notes and maximise existing digital systems before implementing the single electronic record.

Verbatim wording from the response

“Chaired by the Clinical Service Group manager for Merthyr and Cynon Locality, with a multidisciplinary group from across CTM, the HQCR has aligned this work with the recommendations and learning from recent external reviews most particularly the May 2022 Healthcare Inspectorate of Wales (HIW) Review of Discharge Arrangements for Adults from Inpatient Mental Health Services within CTMUHB. A programme of work is underway to:”

Source location

Response from Cwm Taf Morgannwg University Health Board
Page 2 · response
Published 2 July 2026

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 and distribute user guides for accessing and using FACE and shared-drive records.

Verbatim wording from the response

“The HQCR group has undertaken process mapping regarding passing patient information between Community Mental Health Team (CMHT) and Inpatient for admission and discharge developing flow diagrams that have been shared across the Care Group. They have also developed a number of user guides on how to access and use FACE/w-drive when accessing RTE and M&C records. At present the Mental Health teams will continue to use email to share information between RGH and Bridgend but now a secure email inbox is used at all times to ensure confidentiality but also simplifying access and gathering of information.”

Source location

Response from Cwm Taf Morgannwg University Health Board
Page 3 · response
Published 2 July 2026

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 national Welsh Community Care Information System strategic programme with Digital Health and Care Wales and other health boards.

Verbatim wording from the response

“A business case has been developed and endorsed by the Executive. There are however challenges with the preferred national system. The Health Board is working closely with Digital Health and Care Wales and other Health Boards as part of the review of the national strategic programme for the Welsh Community Care Information System. The outcome of this review will influence timescales for WCCIS implementation for the Health Board.”

Source location

Response from Cwm Taf Morgannwg University Health Board
Page 3 · response
Published 2 July 2026

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 and endorse a business case for a unified electronic record system.

Verbatim wording from the response

“In relation to the longer term work to develop safe systems for sharing information, I would like to provide assurance that the Executive and Board are committed to the implementation of a unified electronic record system for the Mental Health and Learning Disabilities Care Group, which includes Child and Adolescent Mental Health Services.”

Source location

Response from Cwm Taf Morgannwg University Health Board
Page 3 · response
Published 2 July 2026

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 paper and electronic archives and systems and standardise approved inpatient and outpatient care-planning documentation.

Verbatim wording from the response

“The immediate mitigating actions of the HQCR included the review of all paper and electronic archives and systems to ensure that there was a congruence of all care planning documentation for inpatients and outpatients. This ensures, through the use of only approved Inpatient Management Plan and Care and Treatment Plan (CTP), that all staff are clear on what documents should be available to them when seeking them out. In addition, governance measures were introduced to limit access to any patient information held on the W and T electronic drives, with senior level authorisation required in order to gain access,”

Source location

Response from Cwm Taf Morgannwg University Health Board
Page 2 · response
Published 2 July 2026

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 and distribute the Clinical Information Access and Recording Matrix and accompanying standard operating procedure across mental health clinical teams.

Verbatim wording from the response

“As a mitigation for the multiple record system that are still in place across the CTM Mental Health service the HQCR Workstream has developed a Clinical Information Access and Recording matrix (CIARM) for clinical team /staff access (“who accesses what system for what purpose”) for all systems across the mental health service. This informs all clinical staff of how to access patient clinical risk and discharge planning information both in and out of hours and is the primary tool by which the care Group will mitigate the potential risks inherent with our present multiple systems.”

Source location

Response from Cwm Taf Morgannwg University Health Board
Page 3 · response
Published 2 July 2026

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

Plan the pre-implementation phase for transferring existing community mental health users to a Health Board Welsh Community Care Information System.

Verbatim wording from the response

“Currently, planning is underway for a pre implementation phase to bring all existing users, mainly within the CMHT’s who currently use WCCIS via the local authorities, over to a Health Board WCCIS system. The timescale for this is approx. 6 months, however CTM will be meeting with Aneurin Bevan University Health Board on 27 July 2023 to capture lessons learnt from their implementation”

Source location

Response from Cwm Taf Morgannwg University Health Board
Page 4 · response
Published 2 July 2026

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

Map information transfer between community and inpatient teams and share admission and discharge flow diagrams across the Care Group.

Verbatim wording from the response

“The HQCR group has undertaken process mapping regarding passing patient information between Community Mental Health Team (CMHT) and Inpatient for admission and discharge developing flow diagrams that have been shared across the Care Group. They have also developed a number of user guides on how to access and use FACE/w-drive when accessing RTE and M&C records. At present the Mental Health teams will continue to use email to share information between RGH and Bridgend but now a secure email inbox is used at all times to ensure confidentiality but also simplifying access and gathering of information.”

Source location

Response from Cwm Taf Morgannwg University Health Board
Page 3 · response
Published 2 July 2026

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 integrated electronic record was delayed by infrastructure and resource issues, while national programme review affected implementation timescales.

Verbatim wording from the response

“A business case has been developed and endorsed by the Executive. There are however challenges with the preferred national system. The Health Board is working closely with Digital Health and Care Wales and other Health Boards as part of the review of the national strategic programme for the Welsh Community Care Information System. The outcome of this review will influence timescales for WCCIS implementation for the Health Board.”

Source location

Response from Cwm Taf Morgannwg University Health Board
Page 3 · response
Published 2 July 2026

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.6

  1. 1

    Continue implementing, auditing and developing mitigating processes and report them through the Care Group Governance Framework.

    Stated by Cwm Taf Morgannwg University Local Health BoardStated plannedThe respondent said that this action was planned when they made their response on 2 July 2026.
  2. 2

    Develop digital champion roles with Health Education Improvement Wales to lead digital workforce transformation.

    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 2 July 2026.
  3. 3

    Restrict access to patient information on W and T electronic drives through senior authorisation.

    Stated by Cwm Taf Morgannwg University Local Health BoardStated completedThe respondent said that this action was complete when they made their response on 2 July 2026.
  4. 4

    Maximise risk mitigations for existing record-management processes.

    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 2 July 2026.
  5. 5

    Consult Aneurin Bevan University Health Board to capture lessons from its Welsh Community Care Information System implementation.

    Stated by Cwm Taf Morgannwg University Local Health BoardStated plannedThe respondent said that this action was planned when they made their response on 2 July 2026.
  6. 6

    Recommence the Health Board Welsh Community Care Information System project through programme and operational governance arrangements.

    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 2 July 2026.

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 implementing, auditing and developing mitigating processes and report them through the Care Group Governance Framework.

Verbatim wording from the response

“The ongoing implementation, audit and development of future mitigating processes will be reported/escalated routinely by the HQCR group through the Care Group Governance Framework.”

Source location

Response from Cwm Taf Morgannwg University Health Board
Page 3 · response
Published 2 July 2026

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 digital champion roles with Health Education Improvement Wales to lead digital workforce transformation.

Verbatim wording from the response

“The business case is in the process of review, with the lessons from Aneurin Bevan seen as key to fully understanding the resources and approach required to best move forward with minimal delay. In addition the Health Board is working in partnership with Health Education Improvement Wales to develop digital champion roles to influence and lead digital workforce transformation.”

Source location

Response from Cwm Taf Morgannwg University Health Board
Page 4 · response
Published 2 July 2026

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

Restrict access to patient information on W and T electronic drives through senior authorisation.

Verbatim wording from the response

“The immediate mitigating actions of the HQCR included the review of all paper and electronic archives and systems to ensure that there was a congruence of all care planning documentation for inpatients and outpatients. This ensures, through the use of only approved Inpatient Management Plan and Care and Treatment Plan (CTP), that all staff are clear on what documents should be available to them when seeking them out. In addition, governance measures were introduced to limit access to any patient information held on the W and T electronic drives, with senior level authorisation required in order to gain access,”

Source location

Response from Cwm Taf Morgannwg University Health Board
Page 2 · response
Published 2 July 2026

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

Maximise risk mitigations for existing record-management processes.

Verbatim wording from the response

“Chaired by the Clinical Service Group manager for Merthyr and Cynon Locality, with a multidisciplinary group from across CTM, the HQCR has aligned this work with the recommendations and learning from recent external reviews most particularly the May 2022 Healthcare Inspectorate of Wales (HIW) Review of Discharge Arrangements for Adults from Inpatient Mental Health Services within CTMUHB. A programme of work is underway to:”

Source location

Response from Cwm Taf Morgannwg University Health Board
Page 2 · response
Published 2 July 2026

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

Consult Aneurin Bevan University Health Board to capture lessons from its Welsh Community Care Information System implementation.

Verbatim wording from the response

“Currently, planning is underway for a pre implementation phase to bring all existing users, mainly within the CMHT’s who currently use WCCIS via the local authorities, over to a Health Board WCCIS system. The timescale for this is approx. 6 months, however CTM will be meeting with Aneurin Bevan University Health Board on 27 July 2023 to capture lessons learnt from their implementation”

Source location

Response from Cwm Taf Morgannwg University Health Board
Page 4 · response
Published 2 July 2026

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

Recommence the Health Board Welsh Community Care Information System project through programme and operational governance arrangements.

Verbatim wording from the response

“In April 2023, key stakeholders met to recommence the project with, an initial Programme Board meeting in May 2023 with the Deputy Chief Operating Officer for Primary Community and Mental Health and the Director for Digital undertaking the joint role of Senior Responsible Officers. The next meeting is planned for 10 July 2023, with initial Operational Group to be held on 26 July 2023, chaired by the MHLD Service Director and co-chaired by the Assistant Director of Digital Systems.”

Source location

Response from Cwm Taf Morgannwg University Health Board
Page 4 · response
Published 2 July 2026

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