Engaging people in sustainable healthcare A practical tool to help NHS organisations think through how they build staff, public and patient engagement into their work on sustainability Engaging people in sustainable healthcare Here is a practical tool to help NHS organisations think through how they build staff, public and patient engagement into their work on sustainability. This Guide provides practical advice, suggestions for action, examples of good practice and evidence of what works. It brings together the learning and evidence of good engagement and experience from a variety of healthcare organisations, including emerging clinical commissioning groups across the country. You can download the Guide here. Please contact tleach@nhs.net if you have any comments or suggestions to improve this tool. Section 1 - How to use this guide Who is this guide for? The guide is intended for sustainability managers and leads across the NHS. It may also be useful for NHS engagement specialists who wish to extend their work into areas connected with sustainable healthcare and climate change. We have included material which will interest commissioners as well as providers of primary and secondary care. What does the guide aim to do? It provides a set of signposts to the huge amount of material which now exists on-line on the subject of patient engagement and service user involvement in health and social care. (See this tool as a printable pdf). It is a quick and easy to understand tool. It focuses on patient as well as public engagement in what healthcare sustainability means in practice and how healthcare organisations can become more sustainable. It is essential that sustainable development leads link with engagement specialists within the NHS. Significant divides also need to be bridged between commissioners and providers, between health and social care and across neighbouring geographical localities. Please view this guide's case studies to see this in action. What can you do next? Please give us feedback on this guide and tell us how it has helped you. We also welcome constructive criticism Please send us information about what you are doing. Tell us about your own engagement story by filling in this short form. Section 2: What do we mean by sustainability? Different approaches to this question are offered below. Developing a short and meaningful “pitch” will be an important part of engaging with each audience or target group. Sustainable development is a way of thinking about how to organise our lives and work – including our health services and system – so that all people throughout the world can satisfy their basic needs and enjoy a better quality of life, without compromising the quality of life of future generations. The UK Sustainable Development Strategy, Securing the Future, has five key principles: Sustainability can be defined as meeting the needs of today without compromising the needs of tomorrow. Commissioning for Sustainable Development is the process by which commissioners improve both the sustainability of an organisation and the way it provides services and interacts with people in the community. It incorporates all aspects of World Class Commissioning including environmental considerations into commissioning processes and decisions. Take a look at the NHS Sustainable Development Unit's guidance Commissioning for Sustainable Development. Why is it important? The NHS has contact with millions of people and employs more than 1.3 million staff. It therefore has the potential to reach tens of thousands of people every day with positive health and environmental messages. The good news is that what is good for the environment is also good for people’s health. What do we mean by engagement? Engagement and involvement – these two terms are often used interchangeably. Involvement can be passive e.g. receiving information, understanding what is required of me or Involvement can be active commitment to action. e.g. requiring an active response, a level of Engagement and involvement activity can be aimed at individuals or groups. Different kinds of Engagement 1. Information provision and exchange. Letting people know what is going on in the NHS and listening to their views. 2. Consultation. Involving people in making decisions about the services we provide. 3. Working together. Partnership working with anybody in the community to challenge health issues. This is sometimes called “co-production”. 4. Community control or ownership. Helping people find ways to develop and influence services for their community. 5. Patient experience. Understanding what really happens on a patient’s journey through care. NHS Central Lancashire, Public Engagement Toolkit for Health Commissioners and Partner Organisations, 2011 Who do you want to engage? Target Audiences Guide Examples Board Members (e.g Executive and Section 6 - part 1 Section 8 non-executive Directors, governors and lay members) Staff and senior managers Section 6 - part 2 Section 8 Patients, carers and service users Section 6 - part 3/4 Wider Public Section 6 - part 3 Other audiences (please specify) Section 6 - part 4 Section 8 Section 3: Why sustainability and engagement matter Engagement is not an end in itself – it’s an important lever to improve patient experiences and health outcomes. Engagement is particularly important for sustainable development in the NHS. Without engagement the NHS will not achieve its long term goals for reducing carbon emissions and the public will not understand why action is needed. Engagement and sustainability share some similarities. Engagement and sustainability both need to be owned by boards and staff. Engagement and sustainable development programmes must also draw in service users, communities and the wider public, local councils, third sector and Health and Well Being Boards. Sustainability matters because it provides a way of addressing wider NHS commitments and goals: quality and productivity improvement, resource efficiency, preventative health strategies (QIPP). Environmental, social, political and economic sustainability are closely woven together. What is good for individual patients and service users, can be good for organisations and for the planet as a whole. This is the “triple bottom line” for measuring success in the future. Clinical commissioners who work every day with patients may assume they know what it is like to live with a health condition. Yet as most people will tell you, you don’t really know what it is like until you experience it for yourself. By using people’s experiences within commissioning, you can start to walk in the shoes of those you commission for and see the world through their eyes. Engagement pays - it makes good business sense to involve patients and public and take account of their individual experiences: Involving patients in decisions about their own health and care has the potential to boost outcomes, reduce unnecessary consultations, reduce unwarranted variations, improve patient experience, improve concordance with treatment and makes the best use of limited resources Understanding patient experience of services can help you identify areas of waste and inefficiency and how to make services better Patients and public can you help redesign care pathways so that they are more patient friendly and efficient Engagement pays (literally) – the new Patient Participation DES supports engagement at practice level but also encourages engagement at CCG level. Engagement helps to manage risk and deliver difficult changes successfully: Bringing patients and public with you from the outset about proposed service change can increase your ability to manage risk and deliver difficult change successfully The law requires you to engage patients and public and take account of patient experience. Check the following: Health and Social Care Acts 2006, 2012 Equalities Act of 2011 and the Equality Delivery System Authorisation criteria for Clinical Commissioning Groups For more information: Better Health, Better Experience, Better Engagement -why good commissioning needs patients and public at its heart, DH, 2011 Making the Case for Public Engagement Edward Andersson, Emily Fennell and Thea Shahrokh, Involve and Consumer Focus, 2011 Guide to Sustainable development for Clinical Commissioning Groups, NHS Sustainable Development Unit. Building a local case for engagement Stage 1 Scope the Business Stage 2 Define the focus and purpose Stage 3 Decide what to do Stage 4 Complete the checklist and chart Stage 5 Analyse results Stage 6 Present the business case For more information: Making the Case for Public Engagement Edward Andersson, Emily Fennell and Thea Shahrokh, Involve and Consumer Focus, 2011 (Download) Section 4: Taking stock This section provides a number of tools to enable you to make an assessment of the capacity of your organisation for engagement and communication. These could support your analysis of the strengths and limitations of existing approaches within your organisation. They could also help to identify the opportunities and threats which you face. Focus of Stocktake Resource Commissioning World Class Commissioning Competencies - patient and public engagement The Engagement Cycle Provision and commissioning Good Engagement Practice for the NHS On-line self assessment tool for universities Sustainable development Good Corporate Citizen Assessment Communication The Communicating Organisation Four attributes of a communicating organisation The scale and complexity of the NHS, coupled with the diverse needs of the local communities that it serves, means that each NHS organisation has different priorities and goals. As a result, they will organise their communications functions and communication processes in different ways. However, all organisations that are good at communicating will share four core attributes, as stated above: An excellent understanding of the brand Excellence in planning, managing and evaluating communication Leadership support for communication Communication as a core competency For more information: The Communicating Organisation - using information to support the development of high-performing organisations, Dept of Health. Nov 2009 (Download) Section 5: Planning your approach Planning needs to happen at a number of different levels. Effective engagement needs to be sustained over time and specific activities need to be incorporated in a consistent overall programme of work. A good plan will act as a map for the journey and provide a reference point for reflection and review. As such it will need to allow for change and improvement, as implementation progresses. Develop a programme for engagement Subjects for engagement can come up at any time, but if you look ahead you can anticipate most of them and develop a forward programme for engagement. This will help you prepare in good time, coordinate effort and focus resources on the most important issues. When planning ahead, look out for things that will trigger an opportunity for engagement, for example: Key issues in your commissioning plan Contracts coming due for review or renewal Emerging health priorities New standards and practices at the national level Compliments, complaints and issues in the local media Continuing relationships with patient groups and other stakeholders Deepening understanding of patient experience For more information: Public Engagement Toolkit, NHS Central Lancashire,, 2011 Checklist: Assessing each opportunity for engagement - More information can be found here Ask Who would we engage with? Consider Patients, carers, potential service users, local communities, pressure groups. Don’t forget groups that are easy to overlook. Partner organisations, other commissioners and service providers (current or potential; public, private and voluntary sectors). Anyone who will be affected, or stands to gain or lose if things change. Don’t forget opinion formers such as MPs and the media; they can influence the success and outcome of the engagement. Consider doing an outline stakeholder analysis (you can get a handy template for this - see Appendix F for download information). Is there a legal requirement to consult here? What would we want to get out of the engagement? What approach might we use? What might it cost? Timescale? See table in Section 2.2 See also Appendix A Who would be the decision making body? What info would they need? If consultation, see table in Section 2.2. For a wider range of options see Appendix B Cash cost: printing, advertising, hire of venues and equipment, specialist external support (survey design and analysis, facilitation), participant expenses? Other: time and capacity within your organisation. Is there a deadline for decision making? How long will be required to engage with people to the necessary level of detail? How long will it take to plan the engagement? How much notice will participants need? Should we commit to this engagement and include it in our programme? Is there a legal or business obligation to do so? Do the potential benefits justify the cost? If it looks disproportionate, can we refine the approach and still get the benefits? Section 6: Where to start and how to move on This section provides some signposts to a range of activities. It is not an exhaustive list. It provides a starting point. There are likely to be many factors involved in making a choice of activities. However, clear objectives, awareness of timing, and a good knowledge of who are the target audiences – these are all likely to be important. Part 1 - Engaging with the Board The following practical guidance is offered by the NHS Sustainable Development Unit at its website and in a recent publication for commissioners: ACTIONS: 1. Have a Board approved Sustainable Development Management Plan Guidance. Available here 2. Sign up to the Good Corporate Citizenship Assessment Model which is a a self assessment tool to help organisations improve their sustainability 3. A checklist for provider and commissioner boards. Access the checklist here. CRITERIA FOR GOOD ENGAGEMENT: 1. Effective leadership and a robust strategy 2. A clear commitment to engagement 3. Information and information sharing 4. Willingness to share power 5. Equal relationships and mutual respect 6. Providing appropriate support, training and development 7. Effective approaches and methods of engagement 8. Transparent decision making 9. Monitoring, evaluation and feedback 10. Evidence of improved outcomes More information here: Good Engagement Practice for the NHS Part 2 - Engaging with Staff The NHS Constitution lays out the value of staff engagement: ‘Engage staff in decisions that affect them and the services they provide … all staff will be empowered to put forward ways to deliver better and safer services.’ Recent research studies show how good staff engagement positively impacts on the quality of service provision. It is associated with patient satisfaction as staff gain valuable insights into ways in which the services can be more responsive. It also leads to longer term beneficial impacts on patient mortality, infection rates, Annual Health Check scores as well as staff absenteeism and turnover. The more engaged staff members are, the better the workplace environment enabling staff to thrive and the better the outcomes for patients and the organisation generally. (NHS Midlands and East, Good Engagement Practice for the NHS). Considerations 1. There should be several ways for staff, patients and communities to get involved in the activity, planning, decision making, review of NHS commissioner and provider organisations, depending on their availability, ability and willingness to do so.This could be through surveys, involvement in governance/decision-making structures, secondments, job swaps, group workshops or social media. 2. Informal methods of engagement can often work best. Large meetings, especially where there a variety of languages are used, can lead to frustration. Smaller discussion groups or events that are relaxed and more sociable have proven popular and effective, e.g. involving food, dance or cultural activity. 3. Barriers to participation amongst staff, patients and communities with protected characteristics should be systematically identified, documented and addressed by NHS commissioner and provider organisations with ‘reasonable adjustments’ being made – and this should be embedded in how the organisation works. 4. Opportunities for staff, patients and communities to get involved in activity, planning, decision making, review of NHS commissioner and provider organisations should be promoted in a variety of ways for example through the local press, radio, online, social networks, outreach and community activity. 5. Engaging with staff is a good pathway to effective engagement with patients and the public. Part 3 - Engaging with Patients, Carers and the Public Type of Engagement Activity Information (access more guidance here) Online Leaflets, newsletters, reports, brochures Surveys External publications by other organisations Advice services: PALS, PPI Community groups Healthwatch & LINks Media: press, radio, tv Consultation (access more guidance here) Strategic service planning Re-designing patient pathways Health panels Personal health planning Shared decision making Working together Supported self management 2 toolkits: Telehealth & telecare Central Lancs & South Central Citizens juries Service user forums Working with lay representatives Community Control Health promotion and education Community development Health champions Health trainers Surveys and questionnaires Focus groups Complaints and compliments Direct staff and patient Patient experience interaction 2 toolkits One-to-one interviews Central Lancs & South Central Mystery shoppers Crowdsourcing As part of any other regular or one-off engagement activity Part 4 – Engaging with other stakeholders The wider field of engagement includes Local Authorities, social care providers, housing departments, Health and Well Being Boards and the new structures of Public Health. HealthWatch will be a key player as local HeatlhWatch organisations replace Local Information Networks (LINks). Beyond these bodies there are ‘third sector’ organisations, charities, advocacy bodies and patient groups, often providing high quality services in their own right. Section 7: How engagement for sustainability meets wider NHS goals At the core of this Guide is the view that engagement does not simply mean explaining the case for carbon reduction or the implications of climate change more clearly to NHS Boards, staff and service users. The examples in Section 7 demonstrate that there are many opportunities for activities which span different populations, all age groups and a huge range of interests. In Liverpool the approach of the primary care trust has been to link sustainable development activity to the wider goals of the Decade of Health and Well Being. Sustainability is an essential part of health during transition and beyond and aligns itself with the QIPP agenda perfectly. It is key to a health service that is fit for the future because it creates an environment of efficiency, quality and wise use of resources. If something is sustainable it will survive into the future and this means the NHS has to use all of its resources (people, money, products etc.) efficiently now. More information here. Raising awareness of sustainability, and turning awareness into commitment to action requires the ability to see connections between people’s existing interests and sustainable development. Making and encouraging people to make such connections provides a focus for engagement programmes designed to reinforce the message that sustainability is ‘for all’. Core competences may be a route which more NHS organisations will take in the future. Among the core responsibilities for Clinical Commissioning Groups, for example, is the “commitment to promoting environmental and social responsibility through CCG actions as a corporate body as well as a commissioner” (Section 4.4.2 Commissioning Board, Draft Guide for Applicants). Access more information about leadership and sustainability here. Section 8: What other people are doing This section is in two parts. The first part provides contrasting examples from two organisations: a hospital and a primary care trust, which have been specially written for this guide. The second part provides some illustration of the activities listed in Section 5. We would like to build a more comprehensive picture of the range of engagement activity which is already taking place across the country; so if these illustrations prompt you, please get in touch. Engaging Staff & Community at Wythenshawe Hospital With 5,500 staff and over 750,000 patients treated each year, the Hospital is run by the University Hospital of South Manchester NHS Foundation Trust with a board of 10 directors. The Trust has made a commitment to reduce CO2 emissions and become more self sufficient with renewable energy. Julian Hartley, chief executive, explains why this is so important to the Trust, “You have to look yourself hard in the eye and ask, ‘What are we doing for tomorrow?’ In health care we’re about looking after people’s lives and in doing so we have a wider responsibility to make sure we secure the planet for the community. That we secure all of our futures and that means taking action now, taking control of energy utilisation and that means taking it seriously and taking real leadership.” The Trust has introduced a range of initiatives to engage staff and the wider community: In December 2010, despite a harsh winter and demands on the system to keep the hospital warm, the green champions were able to put £120,000 back into funds for patient care, savings made from their energy initiatives. Susan, green champion “We all feel very proud and privileged to work here and all want to do our bit to help the hospital and the environment, and to share that with others.” Weekly tours for staff, bike and car share schemes, staff allotments all help share the hospital’s passion. Open days for the local community, monthly open-air market for patients, staff and visitors. “Fresh Friday” so everyone can buy fresh fruit and veg in the hospital each week Bee colony on adjacent land to produce local honey and reduce allergies, on advice from hospital allergy specialist ‘Saving Planet Wythenshawe’ events to widen participation and involve local schoolchildren. Re-cycled fashion shows involving local school and college students Wythenshawe Olympics with Housing partners, to widen participation of adults in sport. ‘Fit for Life’ programmes for staff Julian Hartley, “The great thing about what we are trying to do here as Britain’s greenest hospital is galvanise a sense of collective ownership of the issue, so that everyone’s got a part to play, everyone can make a contribution. The hospital is a community and we all try to do our best and to do our bit.” Video access here. Liverpool Sustainability and Wellbeing - Engaging partners, staff and communities Liverpool Primary Care Trust has used its commissioning role to draw a network of local providers into a programme of sustainable development directed at improving health and well being. Over 3 years a combined approach by the PCT and NHS trusts to carbon management planning has grown into an ambitious local plan for health and wellbeing engagement. Engaging Partners 2010 Liverpool launched a Year of Health and Wellbeing – to highlight positive action everyone can take to improve wellbeing and to increase ownership of wellbeing within and outside the health sector. This involved working with: partners such as transport, housing, planning, businesses and fire service to build a common agenda and commitment for wellbeing communities to put wellbeing tools directly into their hands, listening to communities about their priorities – cycling, mental health, green space –– build programme for the year around them. Recognition that sustainable development needs to be at the heart of Liverpool’s renaissance. By the end of 2010, professional and community partners had committed to and launched a Health and Wellbeing Decade with the following vision: Liverpool in 2020 is a city region where health and wellbeing are at the heart of our purpose, culture, planning and action. Where communities, public bodies and private organisations are all working together in a Liverpool which is more equal well and green. Our developing Decade plan which we are co-producing with our partners reflects these themes. Engaging the Board In 2010 the PCT developed its first Sustainability Strategy. A new committee reporting to the board was formed by strategic leads from across the Trust, led by a director and non-executive director. The strategy was based on the twin planks of the Good Corporate Citizen model and the organisation’s Sustainable Development Management Plan. It included a commitment to provide leadership for sustainability, as part of improving the health of the local population, linking the NHS with third sector and other partners. The overall strategy was approved at the board and policies for carbon management, travel and procurement were added subsequently. Engaging Staff PCT invited Liverpool NHS providers to form Carbon Collective to work collaboratively on carbon reduction 2010 embarked jointly on Carbon Trust Carbon Management Programme – all achieved accreditation in 2011 During process identified opportunities for collective projects around communications and travel, energy management and procurement. Identified £4m pa potential savings across the system Broadened the partnership to wider Merseyside area and made QIPP business case to invest in some collaborative projects to release savings Shared communications campaign to involve staff, patients, visitors and members in the carbon reduction programme for each trust Engaging Communities and Patients Decade of Health and Wellbeing promotes the five ways to wellbeing with communities and partners to encourage greater resilience in communities – increasing prevention and in the long term aiming to reduce the increase in demand for health services. (The five ways to wellbeing were developed by New Economics Foundation as having a significant impact when incorporated into daily lifestyles..They are Connect…Take Notice…Be Active…Keep Learning… Give). Activities include: a programme for active travel working with communities to increase walking and cycling low carbon healthy projects a broad range of arts and cultural participation programmes for health and wellbeing Our Natural Choices for Health programme was designed to promote the connection between environment and health and wellbeing. New partnership of 38 projects across the city stimulated environmental action and fostered wellbeing using the natural environment as a resource Projects structured to deliver part of Liverpool Green Infrastructure strategy which enabled us to target areas to benefit health in ways which responded to community interest Project dirt web based tool to enable environmental projects to link to each other and build capacity and support in a growing, self sustaining community Partnership with Liverpool Echo to develop Environment Awards, linking environmental quality and planning for climate change with health and wellbeing Mainstream media coverage under the Decade banner, encouraged sharing of positive actions and achievements and rewarded community action “It is clear to us that for the long-term wellbeing of our communities, we need to work in ways which benefit our economy, environment and society equally. For the NHS this means engaging local suppliers, providers, and partners in this goal. "It’s about engaging with our communities to co-produce solutions – putting the tools for sustaining wellbeing and low carbon living into everyone’s hands through the five ways to wellbeing, and supporting integrated programmes and commissioning which takes us towards our vision for 2020.” Gideon Ben-Tovim Chair of NHS Merseyside For more information contact: Sarah.Dewar@liverpoolpct.nhs.uk Patient engagement with sustainability strategy development Patients were engaged throughout the development and consultation process of the Trust’s sustainability strategy Patient Governor integral part of the strategy working group Presentations and ongoing communications with patient groups, for example the Cardiac Support Group Road shows within the hospital for staff and patients for further involvement Strategy won Award for Best Carbon Reduction Strategy in Acute Care, Building Better Healthcare, 2010 For more information contact alexandra.hammond@gstt.nhs.uk Involving Mental Health Service Users Service users have been engaged in the Trust’s sustainability agenda, carbon reduction targets, efficiency agenda and where relevant helped with future care pathways (living within the community and managing own home including budgets). Attended service user forums in secure residential facilities and provided presentations, information, quizzes, questions and answer sessions and feedback route Arranged screening of the Age of Stupid in secure residential sites Will be involving service-users (non-secure facilities) in our evolving Sustainability Champions network Involved Service Users in interview panels (standard practice) for sustainable development jobs and provided specific briefings on technical areas to these service users Results: Patients contributed to sustainable behaviours through recycling, turning equipment off, closing windows with heating on etc. Reduced costs and consumption. Introduction of recycling into clinical areas For more information contact lucy.smith@wlmht.nhs.uk South Central Ambulance Service (SCAS) Green Team The SCAS green team was brought together as a priority to help promote the SCAS green agenda throughout the four counties that it covers. It was felt that because the estate was spread so thin they needed something more than just media contact … they needed hands on. A part time Green Team coordinator was appointed in March 2010 with a brief of creating ‘awareness’ to all staff of their responsibility of care towards the environment in which they live and work, to achieve this it was felt a team of like minded staff members who in some cases were already promoting good housekeeping in waste and recycle management and better awareness of energy on their site should be brought together. The Green Team was born, within six months they had a team of 32 and now they have a team of 57 - these are volunteers and do not receive financial reward. The ‘Initiative’ of keeping the green agenda program in the forefront of all staff by the few through developing and promoting campaigns in: 1. Better ‘Waste and Recycle’ framework on site and highlight the responsibility we all have to recycle more 2. Monitoring and reviewing frequently recycling equipment 3. Promote 'Switch Off Energy' on SCAS sites when lights and appliances are not being used 4. Promote ‘Think before you Print' culture when using computer printers 5. Monitoring their site for minor repairs to save energy loss (check list) 6. Raising 'Awareness' to all levels of staff 7. Recycle to some charities For more information contact brian.miller@scas.nhs.uk Section 9: Where to get help or support people and participation.net On-line engagement help Process planner with short on-line check lists Guidance notes Alphabetical listing of different engagement methods and browse methods facility Case studies Ask an expert Library of web based resources NHS Institute Resources On-line patient engagement help High Impact Actions for improving patient experience Transforming Patient Experience – the essential guide Experience Based Design Armchair Involvement Shared Decision Making Patient & Public Involvement specialists (PPI) Many NHS organisations have appointed PPI specialists. Where these do not exist specific board members (governors, non-exec directors, lay members on Clinical Commissioning Group Boards) may have an official role in relation to public and patient involvement. Local Authority & Service User/Patient Organisations Local authority service user engagement teams Local Involvement Networks (LINks) HealthWatch currently being established Health & Wellbeing Boards Public Health Observatories (PHO) National network produce information, data and intelligence on people's health and health care for practitioners, commissioners, policy makers and the wider community. (Brings together work of 9 PHOs). Sustainable Development National NHS Sustainable Development Unit Transition Network Local Government links and resources on sustainability