Document name:
Police Liaison Policy
Document type:
Policy and Guidance
What does this policy
replace?
Out of date Police Liaison Policy
Staff group to whom it
applies:
All staff within the Trust
Distribution:
The whole of the Trust
How to access:
Intranet
Issue date:
March 2013
Next review:
March 2016
Approved by:
Executive Management Team
Developed by:
George Smith
Director leads:
Director of Nursing, Clinical Governance and
Safety
Contact for advice:
Local Security Management Specialists
Local Counter Fraud Specialist
CONTENTS
1
Introduction .................................................................................................... 2
2
Objectives and Scope..................................................................................... 2
3
Duties and Responsibilities .......................................................................... 2
3.1 Executive Directors ................................................................................. 2
3.2 District Directors/General Managers ....................................................... 3
3.3 Ward / Unit / Team Managers ................................................................. 3
3.4 Specialist Advisors .................................................................................. 3
3.5 All Staff ................................................................................................................. 3
3.6 Local Security Management Specialist (LSMS)/NHS Protect .................. 3
3.7 The Local Counter Fraud Specialist ........................................................ 4
3.8 MAPPA Leads Multi Agency Public Protection Arrangements ................. 4
4
Principles ........................................................................................................ 5
4.1 Contacting the Police .............................................................................. 5
4.2 Liaising with the Police ............................................................................ 5
4.3 Sharing and providing necessary information to the Police ..................... 6
4.4 Requesting information from the Police ................................................... 6
5
Monitoring ...................................................................................................... 6
6
Training Implications ..................................................................................... 6
7
References ..................................................................................................... 6
8
Associated Documents ................................................................................. 7
Appendix 1
Equality impact assessment tool .............................................................................. 9
Appendix 2
Checklist for the Review and Approval of Procedural Document ............................. 11
1
POLICE LIAISON POLICY
1.
INTRODUCTION
South West Yorkshire Partnership NHS Foundation Trust recognises the need
for effective liaison with the police service in the interests of the safety of
service users, staff and visitors. This supports the Trusts’ Vision, Values and
Goals, and the approach taken to rights and responsibilities outlined in the
organisation’s Risk Management Strategy. Effective liaison is essential to
police officers responding to emergency calls from our staff.
.
There may be situations where there is contact with the police which can be
sensitive or difficult and staff are reminded to seek advice if required,
as to how best to proceed. Advice may be sought from either your line
manager, the Local Security Management Specialist, the Assistant Director of
Legal Services or any other relevant specialist advisor (eg Safeguarding,
Information Governance etc).
2.
OBJECTIVES AND SCOPE
Many other policies provide more detailed guidance on procedures in relation to
their scope and this policy is only intended to provide broad principles. (see
“associated documents” below)
The objectives of this policy are to:
 Ensure effective communication links, cooperation and liaison between the
Trust and the police service including appropriate governance procedures in
respect of documentation and information sharing.
 Ensure that relevant, suitable and sufficient information is collected,
recorded and communicated between the two organisations.
 Provide a safe, secure and supportive workplace and service to both staff
and service users.
 Assist the police in the execution of their duties as far as is reasonably
practicable.
 To ensure, where possible, that every effort is made to prosecute those who
intentionally physically assault or verbally abuse staff or service users in our
care, or cause criminal damage to or theft of property of the Trust.
This policy is applicable to all communications with the police service with
regard to protection of vulnerable adults and children, preventing or detecting
criminal acts and assistance in crime reduction.
3.
DUTIES and RESPONSIBILITIES
3.1 Executive Directors are responsible for:
 Implementing this policy within their relevant portfolios.
2
The Security Management Director (SMD)
NHS Protect has responsibility for the management of security within the NHS.
Their work can be broadly defined as the protection of people and property in
the NHS. Trusts are required by the NHS Protect to nominate a Security
Management Director (SMD) – a member of the executive board – to take
overall responsibility for security management work.
The SMD will:
 Promote and lead on security matters at Board level
 Facilitate compliance with the legal framework, advice and guidance issued
by the NHS Security Management Service (NHS Protect).
 Nominate a suitable person/s to act as Local Security Management
Specialist (LSMS) and support them in their role so they can fulfil their duties
and statutory requirements
 Facilitate support and cooperation on security matters for the LSMS
 Support the identification of lead personnel to manage liaison
3.2 District Directors/General Managers are responsible for:
 Ensuring this policy is communicated to all staff within their area of
responsibility.
3.3 Ward / Unit / Team Managers are responsible for:
 Ensuring all staff within their team are aware of the policy and associated
procedures for liaison with the police.
 Ensuring Police contact numbers are available and easily locatable.
 Ensure full co-operation in response to appropriate requests for information
from the Police.
3.4 Specialist Advisors
Provide staff with advice and support in dealing with the police , particularly in
relation to their area of expertise
3.5 All staff
 Ensure they are aware of procedures for liaison with the police.
 Co-operate in response to appropriate requests for information from the
Police.
3.6 Local Security Management Specialist (LSMS)/NHS Protect
NHS PROTECT (formerly NHS Counter Fraud & Security Management
Service) has the responsibility for the management of security within the
NHS. In particular, to effectively address intentional violence towards staff and
service users.
3
The Local Security Management Specialist (LSMS) is a suitable person/s
nominated by the SMD, who will:
 Carry out the role of LSMS as required under the Secretary of State
Directions on NHS Security Management Measures 2004.
 Liaise with the Police on crime detection and prevention, and the
apprehension and prosecution of offenders.
 Undergo professional and accredited security management training
 Undertake security management work in accordance with the legal directions
and the NHS Security Management Manual
 Be a central link for security issues across the organisation
 Maintain an overview of relevant police investigations
 Update the NHS Security Management Service database as required
 Facilitate preventative action where possible
It is the responsibility of the Local Security Management Specialists (LSMS),
so far as reasonably practicable to:
 Act as the Police Single Point of Contact (SPOC) for incidents of a nonclinical nature for SWYPFT.
 Support employees when reporting incidents to the Police.
 Investigate all incidents where there has been an assault on a member of
staff or criminal damage caused to SWYPFT building or property, taking
statements where appropriate.
 Ensure that the police have the appropriate evidence available to charge
individuals who assault SWYPFT employees.
3.7 The Local Counter Fraud Specialist (LCFS)
The Local Counter Fraud Specialist is a suitable person nominated by the
Trust, who will:
 Be professionally accredited by the NHS Protect (formerly the Counter Fraud
and Security Management Service)
 Undertake Counter Fraud work in accordance with the legal directions and
the NHS Counter Fraud Manual
 Provide advice to the Director of Finance on all aspects of fraud and
corruption.
 Be a central link for all Counter Fraud issues across the Trust
 support the investigation as appropriate by ensuring that evidence gathered
as part of an investigation is collected in accordance with the Police and
Criminal Evidence Act and NHS Protect guidelines and to communicate
case progress, support witnesses and work with HR in respect of any
internal action.
 Referral to the police where fraud is suspected will be made with prior
agreement with the Director of Finance and where there the risk is such that
early police intervention is deemed appropriate. Circumstances where this
should be considered will include where valuable evidence may be secured
form residential property, where there is a physical threat to witnesses and
where there is a risk of absconding by the subject under investigation.
4
3.8 MAPPA Leads Multi Agency Public Protection Arrangements
Within each of the geographical locations of the Trust, a designated MAPPA
lead acts on the agreed point of contact for MAPPA issues (see MAPPA policy)
4.
PRINCIPLES
4.1 Contacting the Police
Emergency
Where an immediate Police response is necessary to deal with an ongoing
emergency a ‘999’ call should be made. Staff making the call should state
clearly the reasons why an immediate Police response is sought.
During the course of our duties there will be a variety of reasons for contacting
the Police. The following list outlines some of those reasons:










resolve local issues
To report missing patients
Reporting theft, criminal damage, burglary or any other criminal activity.
To report incidents/allegations of assault / sexual offences / abuse
Incidents involving illicit substances
Assistance with searching of patients and/or their belongings where
increased risk
Incidents of harassment
Information sharing and public protection
To report a suspicious death in hospital (or unexpected death in community)
Contact with the Coroner’s Officers
Many other trust policies contain more detailed guidance on how and when to
liaise with the police in relation to their particular scope. Other policies and
procedures which include liaison, contact, and information requests to and from
the police are listed in the “associated documents” section of this policy. This
list may not be exhaustive.
4.2 Liaising with the Police
All police contacts will be recorded by the unit manager following the relevant
procedure, and all contacts regarding any criminal act, suspected criminal acts
or advice on crime reduction must be reported to the Local Security
Management Specialist (LSMS) who may also liaise with the police. Usually a
Datix report would also be completed.
5
4.3 Sharing and providing necessary information to the Police
Local arrangements are in place in West and South Yorkshire to meet and
progress issues of mutual interest to the Trust and Police. In West Yorkshire a
Multi-Agency Liaison Group fulfils the role and in South Yorkshire a Mentally
Disordered Offenders (MDO) group meets. Local Security Management
Specialist’s (LSMS) also have the key role in liaising with the police around
individual incidents.
In the interests of service users, staff and visitor safety, criminal investigation,
crime prevention and legal requirements, the Trust will endeavour to provide all
necessary information in compliance with relevant legislation while maintaining
patient confidentiality as appropriate. Staff should refer to the appropriate
policies or professional guidance.
4.4 Requesting information from the Police
Where an internal investigation is being carried out by the Local Security
Management Specialist (LSMS) or The Local Counter Fraud Specialist
(LCFS), information requests may be made to the Police and any other external
body that may assist in the detection of crime or the apprehension or
prosecution of offenders.
5.
Monitoring
The majority of incidents of a clinical or criminal nature that involving liaising
with the police would be recorded on the Datix system in order that appropriate
risk management and review arrangements can occur. Significant incidents will
trigger investigations which will consider compliance with principles in this
policy/guidance.
6.
Training implications
This policy does not require a formal teaching or training process. It is expected
that the individual managers will be aware of the liaison systems in place and
the contents of this policy.
7.
References
MAPPA guidance 2012
http://www.justice.gov.uk/downloads/offenders/mappa/mappa-guidance-2012part1.pdf
Data sharing code of practice
http://www.ico.gov.uk/for_organisations/data_protection/topic_guides/data_sh
aring.aspx
Memorandum of Understanding between the ACPO and NHS Security
Management Service
http://www.nhsbsa.nhs.uk/Documents/mou_sms_acpo.pdf -
6
Memorandum of Understanding between the NHS Counter Fraud and
Security Management Service and the Crown Prosecution Service
http://www.cps.gov.uk/publications/agencies/mounhs.html
Mental Health Act
http://www.legislation.gov.uk/ukpga/1983/20/contents
NHS Protect website
http://www.nhsbsa.nhs.uk/3349.aspx
8.
Associated documents
This list contains links to other policies which may support or expand on the
principles in this one. ~It is not exhaustive
Care Records Management Policy
http://nww.swyt.nhs.uk/docs/Documents/1005.doc
Clinical MAV policy
http://nww.swyt.nhs.uk/docs/Documents/562.doc
Information sharing, Confidentiality and Data Protection
http://nww.swyt.nhs.uk/docs/Documents/804.pdf
LCFS/LSMS
http://nww.swyt.nhs.uk/docs/Documents/896.doc
Domestic violence
http://nww.swyt.nhs.uk/docs/Documents/349.pdf
Fraud and Corruption
http://nww.swyt.nhs.uk/docs/Documents/571.doc
Management of Illicit Substances
http://nww.swyt.nhs.uk/docs/Documents/683.pdf
Lockdown Policy
http://nww.swyt.nhs.uk/docs/Documents/923.doc
Missing Service Users
http://nww.swyt.nhs.uk/docs/Documents/576.doc
MAPPA
http://nww.swyt.nhs.uk/docs/Documents/484.doc
Risk Management Strategy
http://nww.swyt.nhs.uk/docs/Documents/829.pdf
7
Safe and Secure Environment
http://nww.swyt.nhs.uk/docs/Documents/779.doc
Safeguarding Children
http://nww.swyt.nhs.uk/docs/Documents/778.doc
Searching Patients and their Property
http://nww.swyt.nhs.uk/docs/Documents/171.doc
Supporting Staff policy
http://nww.swyt.nhs.uk/docs/Documents/777.doc
CCTV policy
http://nww.swyt.nhs.uk/docs/Documents/324.doc
Violence and Aggression at Work
http://nww.swyt.nhs.uk/docs/Documents/1002.doc
-
Policy for Recognition and Verification of Death.
-
Resuscitation Policy
-
Clinical Procedure CWI 11.22 Dealing with a Suspicious Death
8
APPENDIX 1
EQUALITY IMPACT ASSESSMENT TOOL
Equality Impact Assessment
Questions:
Evidence based Answers & Actions:
1
Name of the policy that you are
Equality Impact Assessing
Police Liaison Policy
2
Describe the overall aim of
your policy and context?
Ensure effective communication links, cooperation and
liaison between the Trust and the police service.
Who will benefit from this
policy?
All staff, service users & visitors
3
Who is the overall lead for this
assessment?
Director of Nursing, Clinical governance and Safety
4
Who else was involved in
conducting this assessment?
MAV Trust Action Group and H&S Trust Action Group,
Head of Legal Services, LSMS, LCFS
5
Have you involved and
consulted service users,
carers, and staff in developing
this policy?
All Trust Action Group’s consulted have public
involvement and/or user and carer reps.
N/A
What did you find out and how
have you used this
information?
6
7
8
9
What equality data have you
used to inform this equality
impact assessment?
N/A
What does this data say?
N/A
Have you considered the
potential for unlawful direct or
indirect discrimination in
relation to this policy?
Yes
Taking
into
account
the
information gathered.
Does this policy affect one
group less or more favourably
than another on the basis of:
Where Negative impact has been identified please
explain what action you will take to mitigate this.
If no action is to be taken please explain your
reasoning.
9
YES
10
NO
 Race
No
 Disability
No
 Gender
No
 Age
No
 Sexual Orientation
No
 Religion or Belief
No
 Transgender
No
What measures are you
implementing or already have
in place to ensure that this
policy:
 promotes equality of
opportunity,
The policy is applicable to every person who comes into
contact with the Trust and is not intended for any
individual or groups.
 promotes good relations
between different equality
groups,
 eliminates harassment and
discrimination
11
Have you developed an Action
Plan arising from this
assessment?
N/A
If yes, then please attach any
plans at the back of this
template
12
Who will approve this
assessment and when will you
publish this assessment.
Executive Management Team
10
APPENDIX 2
Checklist for the Review and Approval of Procedural Document
Title of document being reviewed:
1.
2.
Title
Is the title clear and unambiguous?
Yes
Is it clear whether the document is a guideline, policy, protocol or
standard?
Yes
Is it clear in the introduction whether this document replaces or
supersedes a previous document?
Yes
Rationale
Are reasons for development of the document stated?
3.
4.
5.
6.
7.
Yes/No/
Comments
Unsure
Yes
Development Process
Is the method described in brief?
Yes
Are people involved in the development identified?
Yes
Do you feel a reasonable attempt has been made to ensure relevant
expertise has been used?
Yes
Is there evidence of consultation with stakeholders and users?
Yes
Content
Is the objective of the document clear?
Yes
Is the target population clear and unambiguous?
Yes
Are the intended outcomes described?
Yes
Are the statements clear and unambiguous?
Yes
Evidence Base
Is the type of evidence to support the document identified explicitly?
Yes
Are key references cited?
Yes
Are the references cited in full?
Yes
Are supporting documents referenced?
Yes
Approval
Does the document identify which committee/group will approve it?
Yes
If appropriate have the joint Human Resources/staff side committee
(or equivalent) approved the document?
N/A
Dissemination and Implementation
11
Yes/No/
Comments
Unsure
Title of document being reviewed:
8.
9.
Is there an outline/plan to identify how this will be done?
Yes
Does the plan include the necessary training/support to ensure
compliance?
N/A
Document Control
Does the document identify where it will be held?
Yes
Have archiving arrangements for superseded documents been
addressed?
Yes
Process to Monitor Compliance and Effectiveness
Are there measurable standards or KPIs to support the monitoring of
compliance with and effectiveness of the document?
Yes
Is there a plan to review or audit compliance with the document?
Yes
10. Review Date
Is the review date identified?
Yes
Is the frequency of review identified? If so is it acceptable?
Yes
11. Overall Responsibility for the Document
Is it clear who will be responsible implementation and review of the
document?
Yes
Version control sheet
This sheet should provide a history of previous versions of the policy and changes
made
Version
Date
Author
Status Comment / changes
1
Feb
2006
Steven Michael
2
Feb
2013
George Smith
Final
12