Patient Alert

Target Audience

Who Should Read This Policy

All Staff    

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 Patient Alert Policy

Ref. Contents Page

1.0 Introduction 4
2.0 Purpose 4
3.0 Objectives 4
4.0 Process 4
4.1 Alert Types 4
4.2 Alert Content 5
4.3 Alert Notification 5
4.4 Alert Monitoring and Removal 5
4.5 Temporary Alerts 6
4.6 Permanent Alerts 6
4.7 Manual Records 6
5.0 Procedures connected to this Policy 7
6.0 Links to Relevant Legislation 7
6.1 Links to Relevant National Standards 7
6.2 Links to other Key Policies 8
6.3 References 8
7.0 Roles and Responsibilities for this Policy 10
8.0 Training 11
9.0 Equality Impact Assessment 11
10.0 Data Protection and Freedom of Information 11
11.0 Monitoring this Policy is Working in Practice 12

Appendices
1.0 Alerts Types 13
2.0 Patient Alert Change Request form 18
3.0 Information Help-Desk Alerts Notification Guide 19

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 Patient Alert Policy

Explanation of terms used in this policy

Alerts - An electronic flag that is applied to a patient’s electronic record to highlight vitally important
clinical, social or safety factors that may need to be taken into account for individual patients. These
falls into four categories:
1. Clinical Alerts - Ensure any allergies, sensitivities or significant clinical patient information is
immediately noticeable. Also patients subject to Community Treatment Orders, Mental Health
Act detentions, etc.
2. Administrative Alerts - Make staff aware of any special requirements or patient
circumstances e.g. Impaired Hearing, disabilities, CPA status, etc. and inform users of any
historical alerts. These also ensure that staff are aware of patients whose capacity to give
informed consent diminishes as a result of their condition.
3. Staff and Public Safety Alerts - Highlight safety/security issues. These generally relate to
the risk of aggression or violence, ownership of weapons, sexually inappropriate behaviour,
risks from known patient associates, police alerts, registration on the sex offenders register,
etc. These can also relate to environmental factors such as the presence of a large dog at the
property or a high crime area.
4. Safeguarding - these link to potential risks of harm to the patient or an individual linked to
the patient. The also include where a child has been placed on a Child Protection Plan; this
alert may appear on the child’s records as well as the parents (if known to the Trust).

Patient Administration System (PAS) - An electronic patient administration system which records
the patient's demographics (e.g. name, home address, date of birth) and details all patient contact
with the Trust recording clinical correspondence, clinical information etc.

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1.0 Introduction
Black Country Partnership NHS Foundation Trust recognise that the use of Patient
Alerts can improve patient care and the safety of staff and other members of the
public by highlighting vitally important clinical, social or safety factors that may need
to be taken into account for individual patients.

Electronic systems within the Trust allow electronic alerts to be added to patients’
records, and these alerts appear at many transaction points within the system. PAS
alerts are only one of a number of potential sources of information relevant to clinical,
social or safety factors. Other important sources of information that should be taken
into consideration are (although this list is not exclusive):
 Referral information
 Hand- written records
 Verbal questioning and confirmation of alerts/allergies etc. from a patient/family
or carers

NHS Litigation Authority (NHSLA) standards require the organisation to have

approved documentation in place which describes the process for managing Patient
Alerts which act as a mechanism to immediately highlight specific risks.

This Policy describes how the Alert functionality will be utilised as method of
highlighting a potential problem with or some important information about a patient to
health professional and other members of staff.

2.0 Purpose
The purpose of this policy is to ensure that patient alerts are applied as appropriate
to a patient record with a clear process for reviewing and managing active alerts.
Additionally it aims to provide a process for creating new alerts and alert categories.

3.0 Objectives
 Ensure that staff are aware of their responsibilities for the use of patient alerts
 Make clear the standards for managing alerts on clinical information systems
 Outline clear processes for monitoring compliance
 Ensure that staff receive appropriate training to their role

4.0 Process
Patient Alerts will be managed centrally by the Business Intelligence Department;
they will be responsible for adding and closing alerts on the PAS and the generation
and issue of monthly reports.

4.1 Alert Types

The Trust utilises standards Alert Types under each of the four Alert Categories, a
full list of the Alert Types is available within Appendix 1. The Alert Type is a top
level view of the Alert; the Alert Type selected for the alert must provide a basic
overview of the risk or the alert type. Further details about the alert, and associated
risk, will be available within the Alert Content.

Requests to add an Alert Type are to be made to the Information Help-desk, the
Patient Alert Change Request form (Appendix 2) must be completed. The Business
Intelligence Department will then present the form to the Information Governance
Steering Group for approval. The Information Help-desk will confirm the outcome of
the IGSG to the requester. If the Alert Type is required for an immediate alert a
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temporary alert will be created with an existing Alert Type which is the nearest match
to the Alert; if the new alert is approved the existing Alert will be updated, if the alert
is not approved then the temporary alert is made permanent.

4.2 Alert Content

The Alert Type is not enough information for staff as this is a generic Alert header;
therefore it is important to include relevant information within the Alert Content.
Within Alerts there is the ability to include information for the person who is accessing
the alert; this is known as the Alert Content. This includes (but is not limited to):
- Specific details about the risk; to expand on the Alert Type
- Actions that staff need to take; for example, two staff members to be in
attendance at each contact
- How to obtain further details; for example, Contact the Safeguarding Team

Where a ‘Legacy Alert’ is raised the Alert Content will be standardised with the
following information:
- Alert Type
- Date alert was raised
- Date alert was closed

4.3 Alert Notification

There must be documented evidence to suggest that the alert needs to be
disseminated Trust Wide. This evidence is to be maintained within the individuals
Health Record or Safeguarding Record. The individual raising the alert is
responsible for ensuring that this is documented within the records.

The need for the alert is notified to the Information Helpdesk via the IT Services
Desk; http://fusion.smhsct.local/ (see Appendix 3 for the step by step access guide).

When notifying the Information Helpdesk of the alert you must ensure you include the
following information:
- Alert Type
- Alert Content (text to be included within the Alert Notes)
- Removal Date (if known) or if the Alert is permanent.
- Patient identifier; this can be the NHS Number and/or OASIS number

Once received the Information Helpdesk will add the Alert within 24 hours (except
weekends) and confirm to the requester once the Alert is active.

Where the Alert requested does not fall within the Alert Types given within this policy
the Information Helpdesk will refer the alert to the Information Governance Manager
for review and possible discussion with the Information Governance Steering Group.
Any risks will be raised whilst awaiting approval from the IGSG.

4.4 Alert Monitoring and Removal

Once an Alert is raised they must be monitored and removed as soon as they are no
longer relevant, with the exception of permanent alerts. All alerts must be reviewed
on a monthly basis.

Reports will be generated on a monthly basis by the Business Intelligence

Department and provided to the Group Quality and Safety Groups to review the Alert.

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Notification is required to confirm that the Alert is still valid; if the Alert is no longer
valid the Alert must be updated or removed.

Where the Alert Type remains valid but the Alert Content is required to be updated;
the updated Alert Content is to be forwarded to the Information Help-desk to be
amended. Once received the Information Help-desk has 48 hours to complete the
update.

Where the Alert is no longer valid confirmation of this is to be received by the

Information Help-desk. If there is a need to replace the Alert Type with a Legacy
Alert this must be included within the removal notification. If additional information is
required within the Alert Content this must be approved by the Group Quality and
Safety Groups and confirmation of this passed to the Information Help-desk.

4.5 Temporary Alerts

There are 3 types of temporary alerts:
1. An alert with an end date given at the point the alert is created; this is usually a
short term end date for example; an Environmental Risk may only be applicable
for a Month as the patient has a date to move house. Where an end date is
given the alert will automatically be removed within 48 hours after the end date.
2. A request for a new Alert Type has been raised; in this case an alert is raised
on a ‘nearest match’ basis. No end date is set within the Alert Content but the
Information Help-desk maintains an action to review once the IGSG have made
a decision about the request for a new Alert Type. Following the outcome from
the IGSG the alert is no longer classed as Temporary is the new Alert Type is
not approved. If the new Alert Type is approved the temporary alert is removed
and the new Alert is created.
3. Out of hours; if an urgent alert is required out of hours (i.e. evenings and
weekends) an appointed member of the Safeguarding Team can raise this
within OASIS. The request must be sent to the Information Help-desk as per
the Alert Notification process, however as well as the information highlighted
within section 7.3 the notification must include that the Alert was raised out of
hours. The alert raised by Safeguarding must be the ‘Urgent Notification’ Alert
Type with details placed within the Alert Content. Once the Alert has been
received by the Information Help-desk this will be replaced by the appropriate
Alert Type.

4.6 Permanent Alerts

There are only three Alert Types are classed as permanent alerts:
- Legacy Alert
- Manual Records Destroyed
- Allergies

Once these alerts are placed onto the system there is review or end date required for
the Alert.

4.7 Manual Records

Where manual records are utilised, at the point a patient alert notification is sent to
the Information Helpdesk the staff member must update the Patient Alerts Divider
within the manual records to indicate that an alert has been raised. You must select
the relevant tick box on the front of the divider and complete the corresponding
section stating ‘Further details are available on the Electronic Record’.

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Staff must consult the PAS along with the manual records when reviewing Alerts
prior to contact with the patient.

5.0 Procedures connected to this Policy

Localised SOPs are currently being produced in relation to this Policy. The SOPs will
provide the department’s internal process for monitoring and updating alerts.

6.0 Links to Relevant Legislation

Data Protection Act (DPA) 1998

The Data Protection Act 1998 became law in March 2000. It sets standards that must
be satisfied when obtaining, recording, holding, using or disposing of personal data.
The law applies to data held on computers or any sort of storage system, including
paper records.

There are 8 enforceable principles of good practice. Data should be:

• Fairly and lawfully processed
• Processed for limited purposes
• Adequate, relevant and not excessive
• Accurate
• Not kept longer than necessary
• Processed in accordance with the data subject's rights
• Secure
• Not transferred to countries outside the European Economic Area (EEA),
without adequate protection

Health and Safety at Work Act 1974

This Act is the major piece of health and safety legislation in Great Britain. The Act
introduced a comprehensive and integrated system to deal with workplace health and
safety and the protection of the public from work activities.

The Act places general duties on employers, employees, self-employed,

manufacturers and importers of work equipment and materials. Responsibilities are
placed to produce solutions to health and safety problems, which are subject to the
test of reasonable practicability.

Various regulations are made under the Act, which have the same scope, many of
these evolving from European Directives, which enables the potential to achieve
clear and uniform standards.

6.1 Links to Relevant National Standards

Records Management Code of Practice for Health and Social Care 2016
A guide to be used in relation to the practice of managing records. This Code is
relevant to organisations who work within, or under contract to NHS organisations in
England. This also includes public health functions in Local Authorities and Adult
Social Care where there is joint care provided within the NHS.

The Code is based on current legal requirements and professional best practice. It
will help organisations to implement the recommendations of the Mid Staffordshire

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NHS Foundation Trust Public Inquiry relating to records management and

transparency.

Essence of Care Benchmarking for Record Keeping 2010

'Essence of Care 2010 - Benchmarks for Record Keeping' provides best practice
guidance to determine that people benefit from records that promote communication
and high quality care. It ensures that people are able to access their care records in a
format that meets their needs and that those records are safeguarded.

6.2 Links to other Key Policies

Health Records Policy

This policy is intended to be a comprehensive guide to all staff involved in the
handling of health records and the associated documentation providing a framework
for consistent and effective record management enabling the Trust to ensure that
there is a systematic and planned approach to the management of health records,
from the moment the record is created until their ultimate disposal.

Information Governance Policy

The purpose of this policy is to provide clarity, coherence and accountability for staff
to deal consistently with the many different rules about how information is handled
such as those set out in Data Protection Act 1998 and Freedom of Information Act
2000.

Health and Safety Policy

This policy aims to promote and enable an organisational and systematic approach
to the development of Health and Safety procedures and protocols throughout the
Trust and to set out the requirements of the Trust to demonstrate and achieve
legislative compliance.

Care Record Keeping - Standards and Practice Policy

The purpose of this policy is to outline standards of record keeping that the Trust
expects of all those involved in the delivery of care to patients/clients.

Safeguarding Adults at Risk Policy

The Purpose of this policy is to provide guidance for staff to assist them in identifying
adults at risk and recognising abuse.

Safeguarding Children Policy

The purpose of this Policy is to set out the Trusts standards and expectations in
respect of safeguarding children. This is to ensure that the interests and safety of
children within the Trust are recognised by all staff and that as a result, these
children are protected at all times.

Data Quality Policy

The purpose of this document is to set out a clear policy framework for maintaining
and increasing high levels of data quality within the Trust.

6.3 References
 Essence of Care Benchmarking for Record Keeping
 NHSLA Risk Management Standard 1.8

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 Data Protection Act (DPA) 1998 plus the Information Commissioner’s Office
(ICO) guidance on the DPA and use of violent warning markers.
 Health and Safety at Work Act 1974
 Information Governance Toolkit

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7.0 Roles and Responsibilities for this Policy

Title Role Key Responsibilities

All Staff Adherence - Ensure that when identifying a patient requiring an alert, it is appropriate and in line with this policy
- Check both electronic alerts and written records on each occasion of patient contact to ensure existing alerts remain
relevant and to identify any changes or additions
- Monitor and update alerts; if they are aware of any discrepancies in relation to the Alert and the current patient status/risk
they must raise this with the Information Help-desk
Business Intelligence Operational
Department - Manage the process of adding alerts to the PAS in line with this policy

Information Responsible - Requests for new Clinical and Administrative Alerts will be sent for consideration and approval to the Records Management
Governance Steering Sub Group who will in turn report their decision to the Information Governance Steering Group (IGSG). For non-clinical
Group alerts the IGSG will be responsible for approving the Alert
Group Quality and Monitoring - Monitor the management of patient alerts on clinical information systems within their group. Membership is representative
Safety Groups of the group as a whole multi-disciplinary in nature, with a mix of representatives from each of the service areas,
professional leads, practice development professionals and representatives from clinical sub-groups
- Receive the results and recommendations of all completed clinical audits
- Monitor any subsequent actions plans to completion
- Authorise documentation to be used within the group
Quality and Safety Scrutiny and - Oversee the implementation of a systematic and consistent approach to the management of patient alerts on clinical
Steering Group Performance information systems. The Group is chaired by the Medical Director and reports progress to the Executive Committee
- Review the annual Patient Alert Clinical and Quality Audit report
- Approve the addition of new categories and alerts for clinical information systems
Trust Board Strategic - Strategic overview and final responsibility for overseeing this policy in the Trust. This includes meeting legal responsibilities
Overview and for the adoption of internal and external governance requirements

Medical Director Executive Lead - Responsibility for this policy has been delegated by the Chief Executive to the Director of Medicine who is responsible for
ensuring a systematic and consistent approach to the management of patient alerts on clinical information systems across
the organisation
Chief Executive Accountable - Ensure that this policy is implemented within the Trust. Operational responsibility has been delegated

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8.0 Training

What aspect(s) Is this training covered in the

Which staff groups Trust’s Mandatory and Risk How often will Who will ensure and
of this policy will If no, how will the Who will deliver the
require this Management Training Needs staff require monitor that staff have
require staff training be delivered? training?
training? Analysis document? training this training?
training?
n/a n/a n/a n/a n/a n/a n/a

9.0 Equality Impact Assessment

Black Country Partnership NHS Foundation Trust is committed to ensuring that the way we provide services and the way we recruit and treat staff
reflects individual needs, promotes equality and does not discriminate unfairly against any particular individual or group. The Equality Impact
Assessment for this policy has been completed and is readily available on the Intranet. If you require this in a different format e.g. larger print,
Braille, different languages or audio tape, please contact the Equality & Diversity Team on Ext. 8067 or email [email protected]

10.0 Data Protection and Freedom of Information

This statement reflects legal requirements incorporated within the Data Protection Act and Freedom of Information Act that apply to staff who work
within the public sector. All staff have a responsibility to ensure that they do not disclose information about the Trust’s activities in respect of service
users in its care to unauthorised individuals. This responsibility applies whether you are currently employed or after your employment ends and in
certain aspects of your personal life e.g. use of social networking sites etc. The Trust seeks to ensure a high level of transparency in all its business
activities but reserves the right not to disclose information where relevant legislation applies

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11.0 Monitoring this Policy is Working in Practice

What key elements will be Where How will they be Who will Group/Committee Group/Committee Evidence
How
monitored? described in monitored? undertake this that will receive and to ensure actions this has
Frequently?
(measurable policy objectives) policy? (method + sample size) monitoring? review results are completed happened

Patient Alerts that have: 4.0 Process Report to Group Information Team Monthly Group Quality and Group Quality and Minutes of
 Passed the mandatory Manager, Clinical and Safety Group Safety Group meetings/
review date Service Leads action plans
 Due to pass mandatory signed off
review date in next 30 EHR Clinical Dashboard
days since last review
(95% of alerts reviewed
before passing mandatory
review date)
Patient Alerts - 4.0 Process Patient Alert Clinical and Information Annually Group Quality and Group Quality and Minutes of
appropriateness and Quality Audit - 5 random Governance and Safety Group Safety Group meetings/
supporting information (95% alerts from each service the Information action plans
alerts are appropriate and for each alert type are Team signed off
95% of alerts have good reviewed
quality supporting
information)
24 hour turnaround 4.0 Process Report - to be included as Information Team Monthly/ Group Quality and Group Quality and Minutes of
(excluding weekends) of the appendix in the Patient Annually Safety Group Safety Group meetings/
centrally managed patient Alert Clinical and Quality action plans
alerts (95% 24 hour alert Audit signed off
turnaround)

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Appendix 1

Alerts Types

The below table provides the Alert Type broken down within the four Alert Categories

Alert Category Alert Type Alert Code Description

To notify that there have
Administration been previous alerts which
Alert Legacy Alert LEGACY are no longer valid.
To notify that the manual
records for the patient have
been destroyed in
Administration Manual Records accordance with the relevant
Alert Destroyed MRD retention schedules.
Do not disclose information to
the patient’s parents; details
Do Not Disclose of what is to be withheld are
Administration Address to to be included within the Alert
Alert Parents PARENTS Content.
Do not disclose information
to the patient’s spouse;
Do Not Disclose details of what is to be
Administration Address to withheld are to be included
Alert Spouse SPOUSE within the Alert Content.
Could relate to either a
language or someone who
needs a Sign Language
Interpreters, Lip speakers,
Deafblind Interpreters,
Scribers, needing
information on different
coloured paper, in large
print, audio tape, Braille, CD,
disk, video, DVD etc. Some
people may need to use
Typetalk, Textphone or a
minicom etc. Alert may be
made in relation to the
outcome of Accessible
Information Standards and
could relate to the carers
Administration Communication communication needs as
Alert Needs well as the patients.
Used to identify that the
patient has specific
instructions regarding who
can be informed of their
Administration condition, contact details and
Alert Confidentiality location of any Crisis Plan

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Alert Category Alert Type Alert Code Description

Used to identify a patient
known to Social Services.
The risk assessment should
Administrative Social Care contain the Service and
Alert Involvement contact name and details
Used to highlight a patient
who does not have the
capacity to give informed
consent or a patient with a
history of diminishing
Administrative Capacity capacity when their condition
Alert Declaration deteriorates.
Administrative Mental Health Act Patient subject to the Mental
Alert Health Act
Used to identify a patient
where staff need to know
there is a communicable
Clinical Alert Infection Alert INF infection
Clinical Alert Allergy Any patient allergy
Used to highlight patients
who are at significant risk of
self-neglect beyond the
normal expectations of their
illness, through their
personal circumstances or
an indicator of deterioration
Clinical Alert Substance Abuse or relapse of their condition
Used to highlight patients
with a physical health co-
morbidity such as diabetes,
Clinical Alert Physical Health heart conditions, etc.
This alert highlights patients
with a history of or needing
support in complying with
their treatment/medication
Non for their mental health or
Clinical Alert Conformance physical health condition
Where there are concerns
raised in relation to the
patient (where the patient is
the child) or about a child
within the patients care.
Child
Safeguarding Safeguarding This will be known to the
Alert Concerns CSAFE Safeguarding Team.

This will be known to the

Safeguarding Team. The
Safeguarding LAC [local LAC will be registered with
Alert authority name] LAC*** the authority name.

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Alert Category Alert Type Alert Code Description

Patient is subject to MARAC

Safeguarding This will be known to the

Alert MARAC MARAC Safeguarding Team.

Safeguarding This will be known to the

Alert Placement panel PLACEMENT*** Safeguarding Team.
Used to highlight patients
who are at significant risk of
self harm beyond the normal
expectations of their illness
or an indicator of
deterioration or relapse of
their condition.

This includes suicide

ideation or previous suicide
attempts, a history of
overdosing, a history of self-
harm, etc.

This includes risk of self-

neglect beyond the normal
expectations of their illness,
through their personal
circumstances or an
Safeguarding indicator of deterioration or
Alert Risk of Self Harm relapse of their condition.
A Child Protection Plan is in
place for the patient (if the
patient is the child) or a child
in the patients care.

Safeguarding Child Protection This will be known to the

Alert Plan Safeguarding Team.
There are safeguarding
concerns/risks in relation to
the Adult. The individual will
Safeguarding be known to the
Alert Vulnerable Adult Safeguarding Team.
This is a temporary alert
which is raised out of hours
Safeguarding Urgent with the detail of the alert
Alert Notification outlined within the content.
Home/community visits are
not to be undertaken alone,
Staff and Public Do Not Visit more than one staff member
Safety Alerts Alone DNVA to be present.

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Alert Category Alert Type Alert Code Description

Known risk of violence
Staff and Public and/or aggression towards
Safety Alerts Aggressive AGG other individuals.
There is a risk that the
patient may carry a weapon,
weapons are accessible to
Staff and Public the patient or weapons are
Safety Alerts Carries Weapons WEAPON within the patients home.
Staff and Public Patient is not to be admitted
Safety Alerts Do Not Admit ADMIT
Staff and Public This patient has been
Safety Alerts Missing person reported missing
Staff and Public NHS Security Alert from
Safety Alerts NHS Security NHS Protect
Staff and A set number of staff (either
Public Safety Must Not be male or female) are to be
Alerts Seen Alone ALONE present at each contact.
Staff and
Public Safety No Home Visits are to take
Alerts No Home Visits NHV place
There is a potential risk of
violence and/or aggression,
Staff and although the patient has
Public Safety Potential Risk of never actively been violent
Alerts Violence POT towards a member of staff.
Staff and Restrict Where There are specified locations
Public Safety Patient to be where the patient can been
Alerts Seen RESLOC seen
Staff and
Public Safety Risk to Staff and There is a risk to staff and
Alerts Patients STFPAT other patients.
No female staff to provide
Staff and patient care. Possible risk to
Public Safety females in relation to sexual
Alerts Risk to Females FEM offences, violence, etc.
Staff and
Public Safety There have been threats
Alerts Threats THREATS made by the patients
The patient is known to have
Staff and been violent towards staff,
Public Safety patients and other
Alerts Violent V individuals.
Staff and
Public Safety No male staff to provide
Alerts Risk to Males patient care

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Alert Category Alert Type Alert Code Description

This alert highlights
potential/actual violence and
aggression, know
possession of weapons,
Staff and sexual
Public Safety Risk of Harm to assault/inappropriateness,
Alerts Others arson, etc.
Staff and
Public Safety Known Sex Patient is currently on the
Alerts Offender sex offence register.
This could be the patient has
known violent associates,
known risk of street violence,
conditions inside or outside
of the patients residence,
etc.

This could also be that there

is poor or broken street
lighting, gas/electric risks,
Staff and structural damage and/or
Public Safety Environmental unsafe parking in or around
Alerts Risks the patient property
Staff and Patient residence has
Public Safety aggressive dog, exotic pets
Alerts Pets etc.

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Appendix 2

Patient Alert Change Request form

Request for a new Alert Type

Before completing this from please ensure that you have read the Trusts Clinical
Information Systems Patient Alerts Policy which can be found on the intranet.

Your request should be raised on the Information Team helpdesk via the intranet

It will then considered at the next Quality and Safety Steering Group and you may be
asked to attend to discuss details of your request

Please answer the following questions:

Questions Response
What alert is required
Why is the alert required
What is the benefit to: - the patient - The
Trust/the Department/the Clinical Teams
Is the Alert a permanent condition? (NB:
generally alerts for temporary conditions
are not approved unless there is sufficient
evidence that the department can
maintain the status of the alert on the
patients record efficiently in line with the
patients care)
What is the expected action of staff upon
seeing the Alert i.e. what does your
department expect staff to do? Where a
non- clinical action is required, it should
be obvious to the viewer of an Alert.
What are the expected number of
patients
Are the alerts to be added retrospectively
or prospectively
Once added to the system and to the
policy, how do you intend to communicate
the existence of the alert and any change
in protocol? i.e. Trust Briefing, memos
etc.
What should the alert description read
Any other supporting information
Who is requesting the alert:
Name:
Role:
Group:
Service:

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Appendix 3

Information Help-Desk Alerts Notification Guide

STEP 1: Access the IT Services page on the Intranet, available via Online Tools.

STEP 2: Select Service Desk

STEP 3: Log in to your account

This is your Username and

Password that you use to access
your PC

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STEP 4: Select Submit a Ticket

STEP 5: Select Information Helpdesk

Then click Next

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STEP 6: Complete the Ticket Details

User Details: this is

your details. Your
Computer Name is not
required.

Support Issue: Select one of the following options from the drop down menu:
- Alert/Marker Request
- Alert/Marker Removal

Your Message:
Include within the
main space the Alert
Type and Alert
Content and the
OASIS number or
patient identifier for
the patient.

STEP 7: Click S

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Policy Details

Title of Policy Patient Alert Policy

Unique Identifier for this policy BCPFT-IG-POL-03

State if policy is New or Revised New

Previous Policy Title where applicable n/a

Policy Category
Information Governance
Clinical, HR, H&S, Infection Control etc.
Executive Director
Medical Director
whose portfolio this policy comes under
Policy Lead/Author
ICT Project Manager
Job titles only
Committee/Group responsible for the
approval of this policy
Quality and Safety Steering Group
Month/year consultation process
completed *
April 2014

Month/year policy approved September 2016

Month/year policy ratified and issued October 2016

Next review date September 2019

Implementation Plan completed * Yes

Equality Impact Assessment completed * Yes

Previous version(s) archived * n/a

Disclosure status ‘B’ can be disclosed to patients and the public

* For more information on the consultation process, implementation plan, equality impact assessment,
or archiving arrangements, please contact Corporate Governance

Review and Amendment History

Version Date Details of Change
1.0 Oct 2016 New Policy for BCPFT

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