INTERNAL FOI CHECKLIST FOR MINUTES OF OFFICER MEETINGS



4503420952500MINUTESTitle of Meeting:Provider Virtual Forum – Ipswich East/West CombinedPurpose or Mandate:The purpose of the virtual forums is for care setting management teams to have a peer to peer forum and work alongside the local authority and partners to assist and drive sustainable services.Date:22/09/2020Place:Virtual – Microsoft TeamsTimes:13:50-15:00Attended:Karen Keeler - Head of Service Development ACS (Chair) Julie Martin (JM) – ACS Provider Support Lead (Co-Chair)Jane Fassihi – DMN Health CareLisa Elmy - IESCCGTimothy Cotter (TC) – NSFT Dementia Caroline Jordan – Area Manager Drummond Court MencapSenior wings - Christian Bone (CB) Chief Executive at Care Development EastLisa Hatton (LH) – ACS Provider support officerChristine Ellesley - KenfordChristian Home CareRuth Sime – Mark Anderton – Quality Manager – Inroad Open CareAnnette Jenner – ACS Contract OfficerLouis Meers – ACS Digital Care AdvisorJamie Warnock – Cedar LodgeLucy Bolden – MencapAmy Forrester - Suffolk CCG Administer Catherine Mather – Belstead Villa Park ConsensusJohn Southgate – Business Continuity Kent ford – Home admissions advisorEmma Warren – Sanctuary Supported LivingTom Hoorex – Deputy manager Bethesda EventideKim Knights – ACS Head of Business Management and ACS Business Continuity LeadStevie Clarke – West Suffolk ACS Contracts Sharon Marsden - Leiston Old Abby Homes ManagerMatisse – Deputy Leiston Old AbbeyAlison Austin – Forest Home Care ManagerSandy Oxborrow – Regional Manager Optima Care Nazma Almamun – Baylham Care Home Manager Cathy Mcaweaney – Barham Care Home ManagerEmily Baldwin – Area Manager First Choice Home Care.Kate Turner (KT) – Business Improvement ManagerAnn Mass (AM) – Broadlands GreensleevesDavid Finch (DF) – Cephas CareRuben Hidalgo Manager Bucklesham Grange Hallmark CareRachael Fitton (R)- Clinical director The Partnership in Care (TPIC)Steve Barber (SB) - Manager at Bethesda EventideHelen Hill (HH) – Head of Compliance StowhealthcareSR Moses (SR) – Alison Austin – Matthew Bailey – ACS Contracts SPARSophie Conner – ACS West Suffolk ContractsInvited Guests:Management team members from Care settings, including residential and nursing care homes (for older people and people who have a learning disability) and Extra Care Housing Schemes in Ipswich/East Suffolk.Minute-taker:Lisa HattonDistribution List:Julie Martin Sally Harper Justin Cook Georgie StevensSteering Group MembersItem No.Item DescriptionRelevant business considered, facts noted, the decision taken and its rationaleBrexitKim Knights – For the last 18 month 2 years have been working on plans for Brexit. I Would meet regularly with David Finch (previous chair of SAICP) to try to highlight main concerns for the care market. Brexit is gathering pace. All the risks looked at before Covid 19 – Generally said impacts were low to medium for the care market.Main area of concern- number of customers being discharged as we lead into winter period. Now have fragility in the care market and with Covid and flu there are concerns.We need to plan and work together as a team.Services to think about if they have a reduction in staff through Brexit and winter season.Do not feel there will be a shortage of food but there is a low risk of disruption.PPE cell in SCC has contacted national government 70 % of supplies are now coming from the UK which is positive in terms of demand.Risk Assess what is going on in your business. Encourage staff to apply for EU Settlement Scheme. If you have a large cohort of staff let SCC know they can support with training.ACS working on a Winter Risk Assessment. Seven key Risks.Planning for bad weather, example get a list together of volunteers that live in a remote village to support If cut off.Care marketBrexitStaff and customer resilience, people hitting the six-month wall.Second wave, numbers in Suffolk are very low in compared to rest of countyOperational RisksSeasonal flu – Stick with it Suffolk!Key Messages from Kim on BrexitConsider BC Plans for:Loss of StaffFuelFoodMedicationNon-Clinical GoodsNothing likely to happen on the 1st of January – it will be a build upWhere do you get your supplies from – EU or UK?Do you have sufficient stocks?Encourage staff to register on the Eu Settlement SchemeThere was a BC Plan Template provided by the Care Alliance – have people seen it Published May 2020 There is a link on the Gov site for adult social care providers in prep for Brexit. Ask what is worrying you about Brexit that we may not have thought about?Christian Home Care – How do we get in contact with volunteers if needed? We are now looking at this and this is being planned for. Could not support people out of Ipswich during previous bad weather.KK – Would be asking homecare providers to formulate the lists also. If anyone has concerns and not sure who to contact, please go through the contracts help desk. ACS Contracts Helpdesk ACSContractsHelpdesk@.uk Resilience survey – This helped give ideas for SCC to look at moving forward.JS – Suffolk 4x4 club are always a valuable asset to help out in spate conditions to get essential care staff to locations.LM – Are providers exploring digital care to help prepare for winter G I pads are working well in homes.Contracts managers are discussing with care providers about planning for the future. LM – Digital care alcove -if you find it difficulty to get to certain customers this could be very beneficial. Contact Louis on the email for information: This could help with welfare calls and to check people are taking medication.Louis.meers@.uk Business continuity Jon Southgate – Shared what makes a good continuity plan. A business continuity plan describes how your company will continue to function during a disaster.Determine who will be involved in creating your business continuity plan, this will generally consist of those from your company’s various departments. This harnesses people’s specialities.Evaluate risks and potential disaster impacts. Rag rate these with a timescale. What technology and resources will become unavailable if your location is impacted by a natural disaster? Does your insurance cover this?Cyber security? What client data do you store, is this protected?If a significant number of employees are unable to work where does this leave the service?Evaluate risk and impact then plan how to prevent a crisis. Back up all business files. Think of effect of if you lose this even if temporarily. Use best practice.Develop an emergency response strategies / procedure. You will need to continue to support customers. How will you protect employee’s physical safety?Plan ongoing support for munication Plan – relatives and loved ones will want to know what is happening.Lay out steps for recovery - outline the steps to move forward.This may include – restoring your website, Repairing or replacing damaged facilities. Moving to new third party providers. Once you have the plan think how you may test this. Share with employees ask them to test this. Possibly in team meetings.Make sure employees know the risks and your plans to get around these. Annual audits can help you keep on top of this.In Business Continuity always look at the worst-case scenario. BREXIT – Review implications of losing staff on your provision.Speak to suppliers/ providers identify their risks and think of alternatives. Slides from presentation - What makes a Good Continuity Plan?Any questions or queries you can contact Jon on the following email - mailto:jon.southgate3@.uk Flu vaccines 14-day isolationLE – Although it is more important then ever it is not necessary to panic now. More supplies will be coming.If you have any concerns with being able to access Flu vaccinations you can get advice thought the CCG Email address: mailto:wsccg.carehomesteam@ All health and social care workers are entitled to a free vaccine. They will need to provide evidence such as id badge or pay slip. CCG practices have sent reminders to GPs to remind them of this. Please contact the contract help desk if you have any concerns.CB – Flu vaccine supplies are in short supply. It is difficult in some cases to get these as more vaccine comes though providers will be alerted. IF people have queries around infection prevention or isolation contact the care homes team or contracts help desk.mailto:ACSContractsHelpdesk@.uk KK - Contract manager will be contacting services to discuss learning reviews. Some providers have started these already. Actions Agreed, Target Date (s), Lead Officer (s):Provider Comms – Kim Knights ACS and Christian Bone (CDE) to take this outside of the forum.AOBLM – Requested that digital care is discussed in the meetings to become a useful tool for providers.LE – to discuss the iPadOur Next Provider Forum for Ipswich and East/West Combined is:17th November @ 2pmAgenda Items for November:Digital Care OfferDeveloping Skills in Health & Social Care Project ESF FundIf agenda items are thought of for future meetings, please send to Julie Martin (Julie.martin@.uk ).Actions Agreed, Target Date (s), Lead Officer (s):N/A INTERNAL FOI CHECKLIST FOR MINUTES OF OFFICER MEETINGSTo be completed by the chair in respect of ALL minutes. The full minutes of this meeting are assumed to be accessible to the public and to staff, unless the chair claims an exemption under the Freedom of Information Act 2000. Detailed guidance about applying the exemptions is available from foihelpdesk@libher..uk or call x720 4618Please indicate opposite any exemptions you are claiming.Remember that some exemptions can be overridden if it is in the public interest to disclose – as decided by the FOI multi-disciplinary team. Exemptions normally apply for a limited time and the information may be released once the exemption lapses. 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