PORTSMOUTH HOSPITALS ACCOMMODATION POLICY Version 4 Name of responsible (ratifying) committee Senior Management Team (SMT) Date ratified 5th October 2011 Document Manager (job title) Hilary Smith-Hamblin (Project Manager Development) Date issued 27/11/2012 Review date October 2014 Electronic location Trust Intranet Related Procedural Documents N/A Key Words (to aid with searching) Accommodation Policy; Residential accommodation; Education buildings; Meeting rooms; Facilities management;; Equipment;; Resource allocation; Space allocation; Procedures PHT Accommodation Policy (review date 01.10.2014) Page 1 of 15 CONTENTS 1. 2. 3. 4. 5. 6. 7. 8. 9. QUICK REFERENCE GUIDE ........................................................................................... 3 INTRODUCTION .............................................................................................................. 4 PURPOSE ........................................................................................................................ 4 SCOPE ............................................................................................................................. 4 DEFINITIONS ................................................................................................................... 4 DUTIES AND RESPONSIBILITIES .................................................................................. 4 PROCESS ........................................................................................................................ 5 TRAINING REQUIREMENTS........................................................................................... 6 REFERENCES AND ASSOCIATED DOCUMENTATION ................................................ 6 MONITORING COMPLIANCE WITH, AND THE EFFECTIVENESS OF, PROCEDURAL DOCUMENTS .................................................................................................................. 6 PHT Accommodation Policy (review date 01.10.2014) Page 2 of 15 QUICK REFERENCE GUIDE This policy must be followed in full when developing or reviewing and amending Trust procedural documents. For quick reference the guide below is a summary of actions required. This does not negate the need for the document author and others involved in the process to be aware of and follow the detail of this policy. 1. Who is responsible for the allocation of Trust Accommodation and why? – See Section 1 2. Accommodation classification – See Section 2 3. Legal, Statutory and Specific Responsibilities – See Section 5 4. Priority Setting/Process & Dispute Resolution – See Section 6 5. Staff Training Requirements for the Management of Accommodation – See Section 7 6. Applying for Office Accommodation – See Appendix C 7. Applying for Residential Accommodation – See Appendix D 8. Booking procedure for Education/Training and Meeting Rooms – See Appendix E PHT Accommodation Policy (review date 01.10.2014) Page 3 of 15 1. INTRODUCTION The Trust recognises that efficient use of accommodation in all its guises is essential in ensuring improved performance in the delivery of the Trust’s services. To this end the Trust will seek to meet organisational needs, in line with the Trust’s Corporate Objectives and to effectively control its assets (non-clinical) through the established “Landlord” function. Historically there has been an assumption that Trust accommodation is ‘owned’ by the department occupying the space. The need to establish control and audit use of Trust space has been accelerated by the development of Queen Alexandra Hospital and changes at St. Mary’s Hospital site. 2. PURPOSE The Landlord function will control the allocation, use (including change of use) and priority setting of accommodation divided into three classifications: Office (see Appendix C) Residential (see Appendix D) Education/Meeting rooms (including dispersed Education facilities) Appendix E) (see The Landlord function is directly responsible for setting priorities for office and residential accommodation. Learning & Development are directly responsible for setting priorities for Education/Meeting rooms (including dispersed Education Facilities). The Landlord function will monitor the use of such facilities in line with the agreed procedures.(see Appendix E) 3. SCOPE All staff that utilise accommodation within the Trust under the three classifications indicated above. (Item 2) 4. DEFINITIONS Accommodation referred to within this policy covers all space (Non-Clinical), this includes Office, Education/Training, Meeting Rooms, Residential, Circulation/Internal public areas . 5. DUTIES AND RESPONSIBILITIES Legal and statutory responsibilities: If the Trust fails to utilise the accommodation policy in terms of effective use of space and value for money it could lead to at best, adverse publicity and criticism and at worse a public inquiry. To minimise the risk of the above, the Trust must ensure that all of the requirements of this policy are met. PHT Accommodation Policy (review date 01.10.2014) Page 4 of 15 Specific Responsibilities: The Director of Development and Estates in line with this policy is responsible for ensuring that appropriate accommodation is provided and available for use with adequate resources to support it. New development: The Trust has agreed policies regarding future use of accommodation to make best use of space available within the acute hospital for the benefits of both patients and staff. The Trust has tasked the Development Team (accountable to the Director of Development and Estates) as providing a Landlord function, which will oversee the management and administration of this accommodation and will ensure delivery of best practice in all areas. 6. PROCESS The Trust will seek to provide properly equipped facilities on its sites, along a generic make in line with already agreed policies. The Trust will provide a flexible but fair approach to the allocation of these facilities. Priority Setting: Will be addressed in the individual classification procedures. (See Appendices C, D & E) Applications for such facilities must be made to the Landlord function incorporated within the Development team. If there are no facilities available there will be a list of potential alternatives that have been vetted and approved for use by the Trust Landlord. ONLY when Trust accommodation has been exhausted should these facilities be considered. Should all avenues be exhausted a waiting list will be established and prioritised. Security: Arrangements for security e.g. Key holders, will be as existing. Managers must be aware of developments leading to increased requirement for space, which may impact on the accommodation available within the Trust. Forward planning is essential for efficient and effective use of accommodation and the correct method of acquisition adhered to. (see Appendices C, D & E): Room Register: The Landlord function holds and maintains a comprehensive database of all Trust accommodation (CAFM - Computer Aided Facilities Management system). Sanctions/Penalties: Persistent and deliberate abuse of this policy will lead to sanctions i.e. financial penalties as well as possible eviction. Dispute Resolution: Escalation would take the form of a letter in writing to the Landlord (Development Team) if the matter is irresolvable at this level then the Director of Development and Estates would be asked to intervene. Development: Future works will necessitate the requirement to review accommodation Trust wide. The Landlord will manage any change to existing rooms and allocation and use of new resources as appropriate. Education and Training rooms - including Dispersed Education rooms within the QAH/SMH estate will be centrally booked. The Learning & Development team together PHT Accommodation Policy (review date 01.10.2014) Page 5 of 15 with the Education Centre SMH are responsible for managing this system. (see Appendix E) The Landlord will establish an audit trail on an annual basis with a 6 monthly review period. This will be measured against a number of inputs: Trust’s overall objectives and service delivery strategy Statutory requirements (Service delivery, Staff Training/Development both professional and personal) Occupational Standards Local and National Initiatives Changing service requirements Register management Administration: Booking process/Housekeeping 7. TRAINING REQUIREMENTS Computer Aided Facilities Management Software Training (CAFM) AutoCAD Light (Basic) 8. REFERENCES AND ASSOCIATED DOCUMENTATION N/A 9. MONITORING COMPLIANCE WITH, AND THE EFFECTIVENESS OF, PROCEDURAL DOCUMENTS To ensure that the guidelines and procedures within this document are adhered to the following monitoring measures will be carried out: The Landlord to meet regularly with the Learning and Development Team to ensure booking processes are working effectively for Education Rooms (including dispersed education facilities) The Landlord to meet regularly with the Learning and Development Team to discuss room use and to highlight problems and agree solutions. The Landlord to have weekly meetings with the Residence Home Wardens to report on issues regarding Residential accommodation The Development Team to monitor office use with regular walk rounds (Part of Monitoring Team responsibilities) Development team to carry out sense checks on fixed price work requests for office refurbishment/changes. . PHT Accommodation Policy (review date 01.10.2014) Page 6 of 15 APPENDIX A OFFICE ACCOMMODATION REQUESTS PROCESS: All new Consultant posts require a business case identifying accommodation requirements and supported by the Clinical Service Centre priority setting process. The business case will then be submitted to the Trust Planning and Capital Investment Committee (TPCIC) for approval. All new posts identified as part of a business case for a Service Development are to be approved by the TPCIC as part of the business case approval. Funding will be required for accommodation identified as part of the business case. Replacement posts have to be approved by the Vacancy Control Panel and current accommodation identified If accommodation does not exist a request should be submitted to the Landlord. A review of existing accommodation will be undertaken or new/offsite considered. (Any modifications or offsite purchase will be funded by the department requesting the accommodation) Landlord assessment: Is there space within existing department footprint Operational implications QAH/Offsite Options Timescales Funding Priority setting: The Landlord will hold a database of accommodation requests. Accommodation is allocated on a priority basis with Clinical need being considered as high priority. Divisions will need to demonstrate that without the additional accommodation Service delivery will be compromised. Escalation process: If Landlord’s proposal is unacceptable to user, refer to Glen Hewlett, Director of Development/Estates Dispute Resolution: SMT The Landlord: Development Team Victoria House Queen Alexandra Hospital Southwick Hill Road Portsmouth PO6 3LY Hilary Smith-Hamblin Tel. 02392 286603 (hilary.smith-hamblin@porthosp.nhs.uk) PHT Accommodation Policy (review date 01.10.2014) Page 7 of 15 APPENDIX B Office Accommodation Request Request to Landlord for additional accommodation Landlord Assessment New Accommodation Build Purchase off site New Department Funds Existing Accommodation Existing Resources Options proposed to division and agreement reached Escalation Dispute Resolution PHT Accommodation Policy (review date 01.10.2014) Page 8 of 15 APPENDIX C OFFICE ACCOMMODATION STRATEGY (Appendix E extracted from Portsmouth Hospitals NHS Trust Volume 1 – Clinical Service Specifications) Office Accommodation Strategy: 1 Priority must always be given to clinical space 2 Normally a single office will be sized at 7.5m2 increasing to 11.5m2 for two sharing. Offices accommodating three or more will be sized at 5m2 per person. 3 Non-clinical work areas need to be situated so as not to compromise patient flows and yet maximise the efficiency and productivity of staff 4 In general office space to be allocated in accordance with job function 5 Working from home will be encouraged where practically possible. Some undesignated open plan office space to be included to facilitate hot desking 6 Consultant offices will not generally be used for patient consultations, except in specialist outpatient areas where it would make sense to provide these facilities with a dual purpose. (Dual purpose does not include patient examinations) 7 Guidance for facilities for consultants, associate specialist and staff grade as follows: 7.1 Dedicated office for Divisional Clinical Directors/Clinical Directors/ Clinical leads 7.2 All consultants, associate specialist and staff grades to have reasonable desk space, secure storage space and access to technology 7.3 Normally a maximum of four consultants per shared office, more per room could be acceptable for specialties with a low administrative workload i.e. Anaesthetics 7.4 No one person will be allowed more than one office 8 Consultants in Pathology may need to have larger, individual offices for reporting purposes. Sharing to be considered according to how much time is actually spent reporting, job plans, part time consultants etc 9 With the expected increase in consultant numbers under the NHS plan it is no longer realistic to expect that every consultant will have their own desk/office 10 Guidance for facilities for specialist registrars, SHOs and HO grades as follows: 10.1 Specialties should have multi-purpose room(s) which provides junior staff with desk facilities, act as a tutorial and small meeting room 10.2 All specialist registrars to have desk space in a shared office environment. PHT Accommodation Policy (review date 01.10.2014) Page 9 of 15 10.3 Dedicated quiet rooms in each specialty for “hot desking” to be provided 11 Requirement for non-clinical workspace to give consideration to the following aspects. 11.1 Estimated time spent in office each week (i.e. utilisation rates) 11.2 Reasons for using office (i.e. job function) 11.3 Paperwork (admin/management related), phone calls, etc. 11.4 Influences which might decrease use of office – portable phones, mobile computers 11.5 Better admin support. 12 All users will share meeting rooms across the Trust using electronic booking systems. 13 Clinical Service Centre General Managers to have a dedicated office 14 The policy will be to share offices, normally a minimum of four per shared office, more per room could be acceptable. 15 Other administrative and support staff to share office facilities in a pragmatic way to ensure that the best use of space is made. 16 Divisional nurse leads to have a dedicated office. 17 All other nurse leads, nurse consultants and nurse managers to share offices, normally a minimum of four per shared office, more per room could be acceptable. 18 Work will be carried out to look at the rationalisation of office space within the existing buildings to follow the guidelines set out above. This will be with a view to modernise current arrangements to maximise integration of non-clinical functions where it would enhance improved team working PHT Accommodation Policy (review date 01.10.2014) Page 10 of 15 APPENDIX D ALLOCATION OF RESIDENTIAL ACCOMMODATION Portsmouth Hospitals NHS Trust (PHT) The Home Wardens at QAH refer to the process below when allocating accommodation, however there is only so much of each type of accommodation available, and a room would not be allocated to a senior doctor who would have to share facilities with a student nurse. Requests are received from the following parties: Medical Staffing (PHT) Department’s within the Hospital for New Employees and Locums Staffing Agencies on behalf of future tenants who are posted with PHT Post Graduate course attendees Doctors who will be employed by the Trusts on the next changeover. (NB. QAH Residences are only allocated to staff who work on the site) PROCESS: BOOKING TAKEN OR REFUSED DEPENDING ON AVAILABILITY CLOSER TO ARRIVAL DATE ALLOCATE ROOM IF NOT ALREADY DONE SO AND INFORM DOMESTIC STAFF VIA RESIDENCES MANAGEMENT KEYS, CARD AND TENANCY ISSUED WHERE APPROPRIATE ON ARRIVAL RESIDENT ENTERED ON HAMM SYSTEM WITH ALL DETAILS PAYROLL INFORMED, DEBTORS REQUEST FORM ISSUED, RECHARGE SENT TO DEPT. OR CASH RECEIVED WHERE APPROPRIATE (Paid direct to Cashiers Office – North Entrance) PHT Accommodation Policy (review date 01.10.2014) Page 11 of 15 PRIORITY A 1. Staff who are required to live on site as a condition of service. 2. Staff for whom residence is considered essential for the requirements of the service. 2.1 Locum medical staff for the duration of their engagement (note 1) PRIORITY B 1. Staff for whom residence is considered desirable but not essential. 1.2 2. 3. Medical staff on one year or similar short-term contracts who are unable to commute to or from home because of the distance involved. Student Groups: 2.1 Medical Students in training with a requirement to provide 24 hour cover. 2.2 Nurse learners and post-registration students i.e. Student nurses and midwives and staff nurses on courses. 2.3 Students in training – all other disciplines includes paramedical and management trainees Trained Professional Staff 3.1 Staff in extremely short supply where availability of temporary accommodation would assist recruitment. PHT Accommodation Policy (review date 01.10.2014) Page 12 of 15 PRIORITY C 1. Staff for whom accommodation on a short-term basis would be available only after Priorities A and B have been met (Note 2). 1.1 Senior staff taking up appointments within the District and requiring temporary accommodation. 1.2 Staff (of any discipline) as an aid to recruitment 1.3 Staff from outside the District who are attending courses 1.4 Staff temporarily in the District requiring overnight accommodation PRIORITY D 1. Any other member of staff requiring short-term accommodation. NOTES: 1. It should be made clear to all Locums/staff in training that accommodation is provided only whilst they are in training/employed. 2. Once staff fail to come within Priority Category B, they are expected to find their own accommodation unless it is decided they fall in Priority Category C. MANAGEMENT The management and control of all residential accommodation rests with the Residences Manager who is part of the Development Team. The day-to-day management and allocation of accommodation at QAH is the responsibility of the relevant Residences staff. Medical staffing will continue to liaise with the Residences staff on accommodation requirements and availability of units for married medical staff. PHT Accommodation Policy (review date 01.10.2014) Page 13 of 15 APPENDIX E EDUCATION/TRAINING & MEETING ROOM BOOKING PROCEDURES REQUESTS The flowchart below shows the process for booking rooms currently adopted by the Education Centre SMH and the Education Centre at QAH. Priority Setting: Statutory training and statutory meetings will take priority for booking but then priority will be on a first come first served basis. Dispute Resolution: Escalation would take the form of a letter in writing to the Landlord (see below), if the matter is irresolvable at this level then the Director of Development & Estates would be asked to intervene. Hilary Smith-Hamblin (Trust Landlord) Development Team Victoria House Queen Alexandra Hospital Southwick Hill Road Portsmouth PO6 3LY Both Centres can provide details of alternative venues approved by the Trust. Clients are responsible for confirming and cancelling bookings. Non-compliance of this process may result in default charges. Centre Details: Education Centre St. Mary’s Hospital Milton Road Portsmouth PO3 6AD Tel: 02392 866861 Fax: 02392 866920 Email: carol.robson@porthosp.nhs.uk Education Centre Queen Alexandra Hospital Southwick Hill Road Cosham Portsmouth PO6 3LY Tel: 02392 286477 Email: room.bookingrequests@porthosp.nhs.uk For all other Seminar/Meeting rooms at QAH/SMH imbedded within department boundaries (with the exception of Dispersed Education Rooms) individual procedures are in operation. PHT Accommodation Policy (review date 01.10.2014) Page 14 of 15 PROCESS Education/Training & Meeting Request (Education Centre SMH/Education Centre QAH) Request to booking receptionist (Telephone/Email) Check Availability Available Not available Provisional booking made. Confirmation form sent to client Booking form returned by Client with Budget Holder’s signature Suggest alternative venue Alternative date offered NB: Non-compliance of confirmation/cancellation process may result in a default charge. Booking status Confirmed If booking is no longer needed. Cancellation is required in writing 48 hrs prior to the booking date PHT Accommodation Policy (review date 01.10.2014) Page 15 of 15