quality account 2014/15 - nhs...of clinical audit which is included within our overall three-year...
TRANSCRIPT
Quality Account 201415
01 Contents
Part One Statement on Quality from the Chief Executive 03
Part Two
Priorities for improvement 201516 08
Statement of Assurance from the Board 11
Review of services 12
Participation in clinical audits 12
Part Three
Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
Glossary 42
Part One Statement on Quality from the Chief Executive 03
03 Statement on Quality from the Chief Executive
I am pleased to introduce The Retreatrsquos Quality Account for 201415
This Quality Account is our annual report to the public and to people who use our services about the quality of the care we deliver It includes examples of improvements we have already made to the quality of the services we provide and our plans to make further improvements It also describes some of the systems we have in place to measure quality
The Retreat is a not-for-profit provider of specialist mental health services We work closely with the NHS to provide services for people with complex and challenging needs The Retreat was established over 200 years ago by Quakers and was the first place where people with mental health problems were treated humanely with dignity and respect Long before todayrsquos focus on recovery-orientated inclusive services The Retreat was providing care based on the belief that given the right environment and if treated as equals people using our services can be empowered to take responsibility for their own recovery
We are proud of our long-standing reputation for
excellence and for providing care of the highest quality
We are very proud of our long-standing reputation for excellence and for providing care of the highest quality We are committed to working with those who use our services to improve the quality of the services we deliver and enable us to evidence that quality improvement
04 Looking back over 201415 I am pleased to report that we made solid progress with the priorities we identified in last yearrsquos Quality Account Where we have not progressed as far as we would have liked such as with the electronic patient record system there are good reasons for this You can read more about these items on pages 27-31 Another pleasing feature of 201415 was the progress we made with implementing our new governance structures These alongside the introduction of the Board Assurance Framework ensure our Board focuses on the important areas of quality safety and risk
I am particularly pleased with the feedback we have received from the people who use our services and you can read some of their comments throughout the report In the main it is extremely positive and we are committed to addressing those areas of concern
Our aim is that all our services receive external accreditation and three of them have already done so You can read more about this on page 16 Other services continue to work towards accreditation and this is an area where we may need to push harder to accelerate progress
All services have been routinely collecting outcome data and producing an annual clinical review for some years In the last twelve months we have moved to six monthly reporting of outcome measures We are particularly interested in finding out what happens to people post discharge and are thinking about how we
might obtain regular and systematic information on this We want to assist people to achieve a recovery that is sustainable
Particularly encouraging in 201415 is the increase in research activity driven by a comprehensive strategy We continue to develop links with a range of universities and to take students from a number of clinical disciplines on placements We are really looking forward to taking on our first medical student in the summer of 2015
We recognise that highly trained committed and valued staff teams are pre-requisites of any
quality service
We recognise that highly trained committed and valued staff teams are pre-requisites of any quality service We work hard to support listen to and value our staff and it was disappointing that the results of the recently conducted Staff Survey were not as good as last yearrsquos Equally the results of the Staff Friends and Family Test were disheartening as only 51 of staff would recommend The Retreat as a place to work and 24 would not recommend it We know that staff are dissatisfied with the level of pay they
05 receive particularly when compared with that offered by the NHS and we have taken steps to address this for nursing staff our largest staff group Our staff also complain about poor communication from the Leadership Team so we are embarking on a project to look at how we can improve this and thereby raise levels of staff engagement and satisfaction
In 201415 we conducted the annual round of appraisals having further modified this following feedback from staff The appraisal includes a grading for all staff and whilst this remains unpopular we believe this is an important part of any appraisal and are keen to retain it We continue to carry out our quarterly face-to-face team briefings and these are well received
We were not inspected by the Care Quality Commission in 201415 but were found to be fully compliant when they inspected our services in 201314 We are working hard to familiarise ourselves with the new system of inspection and have implemented a programme of internal inspections using the Key Lines of Enquiry
I remain confident that The Retreat will rise to the
challenges ahead
This past year has been every bit as challenging as we predicted and the coming years will be even more so I remain confident that The Retreat will rise to the challenges ahead and continue to provide high quality services which represent value for money
On behalf of The Retreat I affirm my commitment to providing high quality services and confirm that to the best of my knowledge the information contained in this report is accurate
Jenny McAleese Chief Executive 04062015
Part Two Priorities for improvement 201516 08
Statement of Assurance from the Board 11
Review of services 12
Participation in clinical audits 12
07 ldquoThe staff almost always find time for you if you need it The staff are approachable and
kindrdquo
Priorities for improvement 201516
Having spent 201415 improving the governance systems and processes across the organisation the priorities for 201516 mark a year of consolidation and change for the organisation
The management and monitoring of risk will be further developed to incorporate strategic risks The investment we have made in developing outcome measures and supporting staff who wish to undertake research will be embedded
Change will be focused on developing links with the local community and seeking opportunities to work with partners The exciting Cafeacute+ initiative will incorporate both these aspirations
A new pilot nursing structure will be implemented in May 2015 and this offers great opportunity to not only develop the potential of nurses across The Retreat but also think about introducing new roles and ways of working across multi-disciplinary teams
Patient Safety
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Continue to further develop and embed robust risk management systems and processes across the organisation
The organisation needs to identify and manage all risks
Increase the scope of the Risk Register to include strategic risks
Increase the number of staff that can add risks to the Risk Register
The Risk Register will include strategic risks signed off by the Board
All clinical staff will have been trained in entering risks on the Risk Register and will be doing so as appropriate
Associate Director of Governance and Change
08
09 Clinical Effectiveness
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Develop and implement evidence based outcome measures to demonstrate the effectiveness of our interventions
Ensure we are able to demonstrate the positive impact of our interventions for patients
Drive ongoing improvement in clinical practice
Provide evidence to commissioners that our interventions are effective
The Research and Clinical Outcomes Strategy will be implemented across The Retreat
Outcomes will be reported on at six monthly intervals in a format that can be shared with commissioners
A robust approach to supporting research and developing meaningful outcome measures is embedded across The Retreat
Medical Director
ldquoHave been made very welcome and involved from day one - very impressed by the calm and efficient manner of
everyone that works thererdquo
Patient Experience
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Develop a new community recovery facility in partnership with local organisations
To create a sanctuary a place that offers respect safety and similar people to meet It will offer a range of activities that can promote recovery
Working in partnership we aim to develop the idea of establishing a cafeacute type safe space which allows service users and others to relax and socialise
Funding is identified to support the establishment of a safe space for service users and others to utilise
Tuke Centre Manager
ldquoNothing is too much trouble and support given to the families of their
patients is also very goodrdquo
10
11 Statement Relating to Quality of NHS Services Provided
Statement of Directorsrsquo responsibilities in respect of the Quality Account
The Directors are required under the Health Act 2009 National Health Service (Quality Accounts) Regulations 2010 and National Health Service (Quality Account) Amendment Regulation 2011 to prepare Quality Accounts for each financial year The Department of Health has issued guidance on the form and content of annual Quality Accounts (which incorporate the above legal requirements)
In preparing the Quality Account Directors are required to take steps to satisfy themselves that
bull The Quality Account presents a balanced picture of the organisationrsquos performance over the period covered
bull The performance information reported in the Quality Account is reliable and accurate
bull There are proper internal controls over the collection and reporting of the measures of performance included in the Quality Account and these controls are subject to review to confirm that they are working effectively in practice
bull The data underpinning the measures of performance reported in the Quality Account is robust and reliable conforms to specified data quality standards and prescribed definitions is subject to appropriate scrutiny and review and
bull The Quality Account has been prepared in accordance with Department of Health guidance
The Directors confirm to the best of their knowledge and belief they have complied with the above requirements in preparing the Quality Account
By order of the Board
David Peryer Chair of Directors 04062015
12 Review of Services
During 201415 The Retreat provided eight NHS services in three service areas
The Retreat has reviewed all the data available to them on the quality of care in eight of these services
The income generated by the NHS services reviewed in 201415 represents 100 of the total income generated from the provision of NHS services by The Retreat for 201415
Participation in Clinical Audits The Retreat undertakes an annual programme of Clinical Audit which is included within our overall three-year Clinical Audit Strategy We reviewed the list of National Clinical Audits and enquiries for inclusion in the Quality Account 201415 There are three National Clinical Audits applicable to the services provided by The Retreat but due to insufficient patient numbers The Retreat did not participate in them
The three audits which are contained in the Prescribing Observatory for Mental Health (POMH-UK) framework were bull Prescribing for substance misuse Alcohol
detoxification bull Prescribing for bipolar disorder (use of
sodium valproate) bull Prescribing for ADHD in children adults and
adolescents
The results of 24 Local Clinical Audits were reviewed in 201415 and the organisation has taken action as a result of these findings to improve the quality of care and treatment it provides
ldquoThe Retreat does a fantastic job of
caring for all their patients rdquo
13 Local Clinical Audits Conducted Audit Key quality improvement actions
NICE Quality Standard 1 Dementia
bull Improve recording of Carersrsquo assessments being offered as part of the CPA documentation Nursing staff to record when such an assessment is offered and document evidence of liasion with our social work team Dissemination within the unit teams
bull Greater use of assessment tools to monitor improvement in a target symptom when behaviours challenge Psychology staff to investigate and implement an appropriate tool to capture this information
bull Greater use of cognitive tools to monitor changes in cognition when pharmacological methods are used to manage behaviours that challenge Psychology staff to investigate and implement an appropriate tool to capture this information
Bank Staff Record Keeping bull Bank staff (both RMNs and Support Workers) to ensure they follow correct guidelines on documentation ensuring they sign their entries on the Electronic Patient Record System (FACE)
bull Maintain the FACE training session in the new starters Induction Programme and continue with unit based training schedule
Recovery Plans and Record Keeping
bull Ensure that all patients have a clearly structured Recovery Plan in place that is reviewed and updated within agreed timeframes
bull Named Nurses to address the areas for improvement in their own documentation following each bi-monthly audit
bull Ensure that all patients have the opportunity to develop Advance Statements bull Ensure that repeat Risk Assessments and other relevant assessments are
completed within the agreed time frame of one month
NICE Clinical Guideline 136 Service User Experience In Adult Mental Health
bull Crisis Plans - for people who may be at risk of crisis a crisis plan should be developed by the patient and their care coordinator The crisis plan should include specified areas as per NICE guidance
bull Use of Advanced Statements to be increased Increase use of the Respect My Wishes document on those units showing a lack of uptake Re-audit use of Respect My Wishes documents to get a benchmark across the organisation
bull Recovery Plan to include social care and crisis plan This will ensure care planning supports effective collaboration with social care and other care providers during endings and transitions and includes details of how to access services in times of crisis
CPA Reports (10 day target) bull Implementation of a new electronic CPA recording system bull Unit Administrators standards awareness training
7 Audits carried out in 201415
Local Clinical Audits Conducted Audit Key quality improvement actions
Mental Capacity ActConsent To Treatment
bull Improved documentation of Consent to Treatment Advanced Decisions and Lasting Power of Attorney on the FACE EPR System Completion of Capacity Assessment Forms If a patient lacks capacity to consent to the care plan a Capacity Assessment should be recorded
bull Mental Capacity Act Training Ensure all staff have received training appropriate to their roles
Risk Profile Assessments bull Ensure Naomi unit staff are aware of need for Risk Profiles to be reviewed every three months as part of NHS England contract
Physical Healthcare bull Annual and physical examinations on admission are recorded on the agreed assessment sheet
bull Influenza vaccinations documentation Accessibility of a record of a discussion of administration of influenza vaccinations to patients Add to physical assessment sheet
bull GPs to record Retreat patientsrsquo consultation on FACE
Hand HygieneInfection Control bull Introduce new audit tool and process to be carried out across all units bull Unit based hand hygiene training carried out by Infection Control representatives
for all staff including use of an ultra violet machine bull Improve hospital wide signage for use of hand gels as best practice
Health of the Nation Outcome Scale (HoNOS)
bull Quarterly report for Patient Safety and Experience Group
Respect My Wishes bull Ensure all patients have a Repect My Wishes document bull Agree and implement a standard for review of Respect My Wishes
Subject Access Requests bull Remove from Risk Register bull Central Subject Access Requests Log to ensure requests are dealt with efficiently bull Amend Access To Health Records Policy to include Access to Health Records
(AHR) Application Forms Review current suitability of AHR forms as part of the Access to Health Records policy
T2T3 Forms (Mental Health Act) bull Only the current T2 form should be in the patientrsquos notes Issue guidance to unit clinical staff
bull Route of medication to be indicated on T3 forms
Nursing amp Midwifery Council bull Develop guidance on writing defensible patient records highlighting in particular Record Keeping Standards (Tuke the key areas of improvement noted Centre) bull Develop a checklist for clinicians to use based on the Audit tool
bull Purchase of an Electronic Patient Record System
14
2 Audits carried out in 201415
3 Audits carried out in 201415
ldquoEveryone I have met either therapist or admin staff have been extremely supportive efficient and welcomingrdquo
15
16 External Acceditation The Royal College of Psychiatrists Centre for Quality Improvement (CCQI) aims to raise the standard of care that people with emotional or mental health needs receive by helping providers users and commissioners of services assess and increase the quality of care they provide
Unitsrsquo continued accreditation
bull The Acorn Programme - Community of Communities
bull Naomi unit - Quality Network for Eating Disorders
bull Katherine Allen unit - In-patient Mental Health Services for Older People (AIMS-OP)
Looking forward during 201516 Hannah Mills Allis and Strensall units are working toward accreditation through The Royal College of Psychiatrists Enabling Environments Award
In October 2014 The Acorn Programme was awarded the 2014 Independent Healthcare Apex Specialist Provider of the Year award
ldquoTheyrsquore great Very professional Always seem to know what theyrsquore doing which makes me calmerrdquo
17 Participation in Clinical Research The number of patients receiving NHS funded treatments that were recruited during 201415 to participate in research approved by a Research Ethics Committee was zero
Four projects have been initiated and approved by The Retreat Virtual Research Group during this year across the range of our services
bull Talking about shame without talking about shame - a thematic analysis of interviews with carers of individuals with an Eating Disorder
bull What does The Retreat do Intersubjective workplace goals of The Retreat Strensall
bull Where is the emotion in dementia bull An evaluation of the use of The Retreat
labyrinth
A staff survey of all research-related activity generated a list of additional ongoing projectsshybull A long-term follow-up evaluation of the Acorn
Programme bull The impact of introducing Compassion
Focused Therapy into DBT (Dialectical Behaviour Therapy)
bull Integrated Care Pathways in an inpatient unit for women with eating disorders
bull Medical risk study of Naomi Pathways to Recovery
bull Focus group project on running psychotherapy groups in the older adult service
bull Development of the Dementia Card Sort assessment
bull What it means to recover service usersrsquo perspectives on recovery within an inpatient unit
bull Evaluating the service user experience of a Compassion Focused Therapy group
Research has been disseminated internally through The Retreatrsquos Clinical Development Group and externally via national conference and scientific journal publication
18 Commitment to Research as a Driver for Improving the Quality of Care and Patient Experience The Retreat has continued to develop research links with a number of Universities including the University of Nottingham Bangor University University of York York St John University University of Sheffield and the University of Leeds
There is current involvement with research networks within the Institute of Mental Health and the Centre for Social Futures (University of Nottingham) the College of Occupational Therapy the Research Centre for Occupation and Mental Health (York St John University) and the Physiotherapy with Eating Disorders network
Retreat staff members have had involvement in clinical training at Hull University University of Leeds University of York Leeds Metropolitan University and Hull York Medical School
Developing research-derived clinical innovation clinical outcomes and our training of others are to be key aspects of our organisational strategy for the coming years
The Retreatrsquos enquiring and collaborative stance together with a combination of quantitative and qualitative approaches help facilitate continued exploration of the key factors in mental health recovery Our aim is to maximise the contribution The Retreatrsquos services provide to this stage of an individualrsquos pathway
19 Use of the Commissioning for Quality and Improvement (CQUIN) payment framework A proportion of The Retreatrsquos income in 201415 was conditional on achieving quality improvement and innovation goals agreed between The Retreat and NHS England North of England Specialised Commissioning Team Yorkshire and Humber with whom we entered into a contract for the provision of Specialised Eating Disorder Services (Adult) through the Commissioning for Quality and Innovation payment framework
The Retreat was successful in achieving the CQUIN target for 201415
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 TBA
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 TBA
MH8 Outcome Measures 100 100 100 TBA
MH9 Optimising Resource Use in the Specialised Adult Eating Disorder Services
100 100 100 TBA
MH22 Quality Dashboard 100 100 100 TBA
ldquoPatients seem to be involved in all elements of their care packagerdquo
During 201415 The Retreat also entered into a contract with NHS Cumbria CCG for the provision of residential rehabilitation through the CQUIN framework
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 100
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 100
Capturing Patient Outcomes 100 100 100 100
Improved Effectiveness 100 100 100 100
ldquoI think the staff [at The Retreat] work extremely hard to help me with my recovery They are very
dedicated and hard working peoplerdquo
20
21 Statements from the Care Quality Commission The Retreat is required to register with the Care The Retreat has not been inspected by the CQC Quality Commission and its current registration during the 201415 period status is in respect of
The Care Quality Commission has not taken bull Assessment or medical treatment for persons enforcement action against The Retreat during
detained under the Mental Health Act 1983 201415 bull Diagnostic and screening procedures bull Treatment of disease disorder or injury
The Retreat York - 22 October 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use services
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with seven people who use the service People were very positive about the care and treatment they had received Comments included ldquoThey have really supported me here and now I am so much betterrdquo and ldquoStaff are lovely They listen to you Unlike some places Irsquove been beforerdquo We looked at the records and talked to the staff working in the hospital We confirmed that people were supported to give their consent to care and treatment People also told us they felt involved and included in decision making within the service We confirmed that care records were person centred and reflected individual choices in their rehabilitation We talked with the staff and they confirmed they felt well supported and confident in their role with good training and development plans in place We saw that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor complaints People who use the service told us that if they wanted to make a complaint they would know how to We saw that the hospital recorded all complaints and resolved them where they could to the complainantsrsquo satisfactionrdquo
Quote from CQC inspection report
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
01 Contents
Part One Statement on Quality from the Chief Executive 03
Part Two
Priorities for improvement 201516 08
Statement of Assurance from the Board 11
Review of services 12
Participation in clinical audits 12
Part Three
Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
Glossary 42
Part One Statement on Quality from the Chief Executive 03
03 Statement on Quality from the Chief Executive
I am pleased to introduce The Retreatrsquos Quality Account for 201415
This Quality Account is our annual report to the public and to people who use our services about the quality of the care we deliver It includes examples of improvements we have already made to the quality of the services we provide and our plans to make further improvements It also describes some of the systems we have in place to measure quality
The Retreat is a not-for-profit provider of specialist mental health services We work closely with the NHS to provide services for people with complex and challenging needs The Retreat was established over 200 years ago by Quakers and was the first place where people with mental health problems were treated humanely with dignity and respect Long before todayrsquos focus on recovery-orientated inclusive services The Retreat was providing care based on the belief that given the right environment and if treated as equals people using our services can be empowered to take responsibility for their own recovery
We are proud of our long-standing reputation for
excellence and for providing care of the highest quality
We are very proud of our long-standing reputation for excellence and for providing care of the highest quality We are committed to working with those who use our services to improve the quality of the services we deliver and enable us to evidence that quality improvement
04 Looking back over 201415 I am pleased to report that we made solid progress with the priorities we identified in last yearrsquos Quality Account Where we have not progressed as far as we would have liked such as with the electronic patient record system there are good reasons for this You can read more about these items on pages 27-31 Another pleasing feature of 201415 was the progress we made with implementing our new governance structures These alongside the introduction of the Board Assurance Framework ensure our Board focuses on the important areas of quality safety and risk
I am particularly pleased with the feedback we have received from the people who use our services and you can read some of their comments throughout the report In the main it is extremely positive and we are committed to addressing those areas of concern
Our aim is that all our services receive external accreditation and three of them have already done so You can read more about this on page 16 Other services continue to work towards accreditation and this is an area where we may need to push harder to accelerate progress
All services have been routinely collecting outcome data and producing an annual clinical review for some years In the last twelve months we have moved to six monthly reporting of outcome measures We are particularly interested in finding out what happens to people post discharge and are thinking about how we
might obtain regular and systematic information on this We want to assist people to achieve a recovery that is sustainable
Particularly encouraging in 201415 is the increase in research activity driven by a comprehensive strategy We continue to develop links with a range of universities and to take students from a number of clinical disciplines on placements We are really looking forward to taking on our first medical student in the summer of 2015
We recognise that highly trained committed and valued staff teams are pre-requisites of any
quality service
We recognise that highly trained committed and valued staff teams are pre-requisites of any quality service We work hard to support listen to and value our staff and it was disappointing that the results of the recently conducted Staff Survey were not as good as last yearrsquos Equally the results of the Staff Friends and Family Test were disheartening as only 51 of staff would recommend The Retreat as a place to work and 24 would not recommend it We know that staff are dissatisfied with the level of pay they
05 receive particularly when compared with that offered by the NHS and we have taken steps to address this for nursing staff our largest staff group Our staff also complain about poor communication from the Leadership Team so we are embarking on a project to look at how we can improve this and thereby raise levels of staff engagement and satisfaction
In 201415 we conducted the annual round of appraisals having further modified this following feedback from staff The appraisal includes a grading for all staff and whilst this remains unpopular we believe this is an important part of any appraisal and are keen to retain it We continue to carry out our quarterly face-to-face team briefings and these are well received
We were not inspected by the Care Quality Commission in 201415 but were found to be fully compliant when they inspected our services in 201314 We are working hard to familiarise ourselves with the new system of inspection and have implemented a programme of internal inspections using the Key Lines of Enquiry
I remain confident that The Retreat will rise to the
challenges ahead
This past year has been every bit as challenging as we predicted and the coming years will be even more so I remain confident that The Retreat will rise to the challenges ahead and continue to provide high quality services which represent value for money
On behalf of The Retreat I affirm my commitment to providing high quality services and confirm that to the best of my knowledge the information contained in this report is accurate
Jenny McAleese Chief Executive 04062015
Part Two Priorities for improvement 201516 08
Statement of Assurance from the Board 11
Review of services 12
Participation in clinical audits 12
07 ldquoThe staff almost always find time for you if you need it The staff are approachable and
kindrdquo
Priorities for improvement 201516
Having spent 201415 improving the governance systems and processes across the organisation the priorities for 201516 mark a year of consolidation and change for the organisation
The management and monitoring of risk will be further developed to incorporate strategic risks The investment we have made in developing outcome measures and supporting staff who wish to undertake research will be embedded
Change will be focused on developing links with the local community and seeking opportunities to work with partners The exciting Cafeacute+ initiative will incorporate both these aspirations
A new pilot nursing structure will be implemented in May 2015 and this offers great opportunity to not only develop the potential of nurses across The Retreat but also think about introducing new roles and ways of working across multi-disciplinary teams
Patient Safety
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Continue to further develop and embed robust risk management systems and processes across the organisation
The organisation needs to identify and manage all risks
Increase the scope of the Risk Register to include strategic risks
Increase the number of staff that can add risks to the Risk Register
The Risk Register will include strategic risks signed off by the Board
All clinical staff will have been trained in entering risks on the Risk Register and will be doing so as appropriate
Associate Director of Governance and Change
08
09 Clinical Effectiveness
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Develop and implement evidence based outcome measures to demonstrate the effectiveness of our interventions
Ensure we are able to demonstrate the positive impact of our interventions for patients
Drive ongoing improvement in clinical practice
Provide evidence to commissioners that our interventions are effective
The Research and Clinical Outcomes Strategy will be implemented across The Retreat
Outcomes will be reported on at six monthly intervals in a format that can be shared with commissioners
A robust approach to supporting research and developing meaningful outcome measures is embedded across The Retreat
Medical Director
ldquoHave been made very welcome and involved from day one - very impressed by the calm and efficient manner of
everyone that works thererdquo
Patient Experience
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Develop a new community recovery facility in partnership with local organisations
To create a sanctuary a place that offers respect safety and similar people to meet It will offer a range of activities that can promote recovery
Working in partnership we aim to develop the idea of establishing a cafeacute type safe space which allows service users and others to relax and socialise
Funding is identified to support the establishment of a safe space for service users and others to utilise
Tuke Centre Manager
ldquoNothing is too much trouble and support given to the families of their
patients is also very goodrdquo
10
11 Statement Relating to Quality of NHS Services Provided
Statement of Directorsrsquo responsibilities in respect of the Quality Account
The Directors are required under the Health Act 2009 National Health Service (Quality Accounts) Regulations 2010 and National Health Service (Quality Account) Amendment Regulation 2011 to prepare Quality Accounts for each financial year The Department of Health has issued guidance on the form and content of annual Quality Accounts (which incorporate the above legal requirements)
In preparing the Quality Account Directors are required to take steps to satisfy themselves that
bull The Quality Account presents a balanced picture of the organisationrsquos performance over the period covered
bull The performance information reported in the Quality Account is reliable and accurate
bull There are proper internal controls over the collection and reporting of the measures of performance included in the Quality Account and these controls are subject to review to confirm that they are working effectively in practice
bull The data underpinning the measures of performance reported in the Quality Account is robust and reliable conforms to specified data quality standards and prescribed definitions is subject to appropriate scrutiny and review and
bull The Quality Account has been prepared in accordance with Department of Health guidance
The Directors confirm to the best of their knowledge and belief they have complied with the above requirements in preparing the Quality Account
By order of the Board
David Peryer Chair of Directors 04062015
12 Review of Services
During 201415 The Retreat provided eight NHS services in three service areas
The Retreat has reviewed all the data available to them on the quality of care in eight of these services
The income generated by the NHS services reviewed in 201415 represents 100 of the total income generated from the provision of NHS services by The Retreat for 201415
Participation in Clinical Audits The Retreat undertakes an annual programme of Clinical Audit which is included within our overall three-year Clinical Audit Strategy We reviewed the list of National Clinical Audits and enquiries for inclusion in the Quality Account 201415 There are three National Clinical Audits applicable to the services provided by The Retreat but due to insufficient patient numbers The Retreat did not participate in them
The three audits which are contained in the Prescribing Observatory for Mental Health (POMH-UK) framework were bull Prescribing for substance misuse Alcohol
detoxification bull Prescribing for bipolar disorder (use of
sodium valproate) bull Prescribing for ADHD in children adults and
adolescents
The results of 24 Local Clinical Audits were reviewed in 201415 and the organisation has taken action as a result of these findings to improve the quality of care and treatment it provides
ldquoThe Retreat does a fantastic job of
caring for all their patients rdquo
13 Local Clinical Audits Conducted Audit Key quality improvement actions
NICE Quality Standard 1 Dementia
bull Improve recording of Carersrsquo assessments being offered as part of the CPA documentation Nursing staff to record when such an assessment is offered and document evidence of liasion with our social work team Dissemination within the unit teams
bull Greater use of assessment tools to monitor improvement in a target symptom when behaviours challenge Psychology staff to investigate and implement an appropriate tool to capture this information
bull Greater use of cognitive tools to monitor changes in cognition when pharmacological methods are used to manage behaviours that challenge Psychology staff to investigate and implement an appropriate tool to capture this information
Bank Staff Record Keeping bull Bank staff (both RMNs and Support Workers) to ensure they follow correct guidelines on documentation ensuring they sign their entries on the Electronic Patient Record System (FACE)
bull Maintain the FACE training session in the new starters Induction Programme and continue with unit based training schedule
Recovery Plans and Record Keeping
bull Ensure that all patients have a clearly structured Recovery Plan in place that is reviewed and updated within agreed timeframes
bull Named Nurses to address the areas for improvement in their own documentation following each bi-monthly audit
bull Ensure that all patients have the opportunity to develop Advance Statements bull Ensure that repeat Risk Assessments and other relevant assessments are
completed within the agreed time frame of one month
NICE Clinical Guideline 136 Service User Experience In Adult Mental Health
bull Crisis Plans - for people who may be at risk of crisis a crisis plan should be developed by the patient and their care coordinator The crisis plan should include specified areas as per NICE guidance
bull Use of Advanced Statements to be increased Increase use of the Respect My Wishes document on those units showing a lack of uptake Re-audit use of Respect My Wishes documents to get a benchmark across the organisation
bull Recovery Plan to include social care and crisis plan This will ensure care planning supports effective collaboration with social care and other care providers during endings and transitions and includes details of how to access services in times of crisis
CPA Reports (10 day target) bull Implementation of a new electronic CPA recording system bull Unit Administrators standards awareness training
7 Audits carried out in 201415
Local Clinical Audits Conducted Audit Key quality improvement actions
Mental Capacity ActConsent To Treatment
bull Improved documentation of Consent to Treatment Advanced Decisions and Lasting Power of Attorney on the FACE EPR System Completion of Capacity Assessment Forms If a patient lacks capacity to consent to the care plan a Capacity Assessment should be recorded
bull Mental Capacity Act Training Ensure all staff have received training appropriate to their roles
Risk Profile Assessments bull Ensure Naomi unit staff are aware of need for Risk Profiles to be reviewed every three months as part of NHS England contract
Physical Healthcare bull Annual and physical examinations on admission are recorded on the agreed assessment sheet
bull Influenza vaccinations documentation Accessibility of a record of a discussion of administration of influenza vaccinations to patients Add to physical assessment sheet
bull GPs to record Retreat patientsrsquo consultation on FACE
Hand HygieneInfection Control bull Introduce new audit tool and process to be carried out across all units bull Unit based hand hygiene training carried out by Infection Control representatives
for all staff including use of an ultra violet machine bull Improve hospital wide signage for use of hand gels as best practice
Health of the Nation Outcome Scale (HoNOS)
bull Quarterly report for Patient Safety and Experience Group
Respect My Wishes bull Ensure all patients have a Repect My Wishes document bull Agree and implement a standard for review of Respect My Wishes
Subject Access Requests bull Remove from Risk Register bull Central Subject Access Requests Log to ensure requests are dealt with efficiently bull Amend Access To Health Records Policy to include Access to Health Records
(AHR) Application Forms Review current suitability of AHR forms as part of the Access to Health Records policy
T2T3 Forms (Mental Health Act) bull Only the current T2 form should be in the patientrsquos notes Issue guidance to unit clinical staff
bull Route of medication to be indicated on T3 forms
Nursing amp Midwifery Council bull Develop guidance on writing defensible patient records highlighting in particular Record Keeping Standards (Tuke the key areas of improvement noted Centre) bull Develop a checklist for clinicians to use based on the Audit tool
bull Purchase of an Electronic Patient Record System
14
2 Audits carried out in 201415
3 Audits carried out in 201415
ldquoEveryone I have met either therapist or admin staff have been extremely supportive efficient and welcomingrdquo
15
16 External Acceditation The Royal College of Psychiatrists Centre for Quality Improvement (CCQI) aims to raise the standard of care that people with emotional or mental health needs receive by helping providers users and commissioners of services assess and increase the quality of care they provide
Unitsrsquo continued accreditation
bull The Acorn Programme - Community of Communities
bull Naomi unit - Quality Network for Eating Disorders
bull Katherine Allen unit - In-patient Mental Health Services for Older People (AIMS-OP)
Looking forward during 201516 Hannah Mills Allis and Strensall units are working toward accreditation through The Royal College of Psychiatrists Enabling Environments Award
In October 2014 The Acorn Programme was awarded the 2014 Independent Healthcare Apex Specialist Provider of the Year award
ldquoTheyrsquore great Very professional Always seem to know what theyrsquore doing which makes me calmerrdquo
17 Participation in Clinical Research The number of patients receiving NHS funded treatments that were recruited during 201415 to participate in research approved by a Research Ethics Committee was zero
Four projects have been initiated and approved by The Retreat Virtual Research Group during this year across the range of our services
bull Talking about shame without talking about shame - a thematic analysis of interviews with carers of individuals with an Eating Disorder
bull What does The Retreat do Intersubjective workplace goals of The Retreat Strensall
bull Where is the emotion in dementia bull An evaluation of the use of The Retreat
labyrinth
A staff survey of all research-related activity generated a list of additional ongoing projectsshybull A long-term follow-up evaluation of the Acorn
Programme bull The impact of introducing Compassion
Focused Therapy into DBT (Dialectical Behaviour Therapy)
bull Integrated Care Pathways in an inpatient unit for women with eating disorders
bull Medical risk study of Naomi Pathways to Recovery
bull Focus group project on running psychotherapy groups in the older adult service
bull Development of the Dementia Card Sort assessment
bull What it means to recover service usersrsquo perspectives on recovery within an inpatient unit
bull Evaluating the service user experience of a Compassion Focused Therapy group
Research has been disseminated internally through The Retreatrsquos Clinical Development Group and externally via national conference and scientific journal publication
18 Commitment to Research as a Driver for Improving the Quality of Care and Patient Experience The Retreat has continued to develop research links with a number of Universities including the University of Nottingham Bangor University University of York York St John University University of Sheffield and the University of Leeds
There is current involvement with research networks within the Institute of Mental Health and the Centre for Social Futures (University of Nottingham) the College of Occupational Therapy the Research Centre for Occupation and Mental Health (York St John University) and the Physiotherapy with Eating Disorders network
Retreat staff members have had involvement in clinical training at Hull University University of Leeds University of York Leeds Metropolitan University and Hull York Medical School
Developing research-derived clinical innovation clinical outcomes and our training of others are to be key aspects of our organisational strategy for the coming years
The Retreatrsquos enquiring and collaborative stance together with a combination of quantitative and qualitative approaches help facilitate continued exploration of the key factors in mental health recovery Our aim is to maximise the contribution The Retreatrsquos services provide to this stage of an individualrsquos pathway
19 Use of the Commissioning for Quality and Improvement (CQUIN) payment framework A proportion of The Retreatrsquos income in 201415 was conditional on achieving quality improvement and innovation goals agreed between The Retreat and NHS England North of England Specialised Commissioning Team Yorkshire and Humber with whom we entered into a contract for the provision of Specialised Eating Disorder Services (Adult) through the Commissioning for Quality and Innovation payment framework
The Retreat was successful in achieving the CQUIN target for 201415
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 TBA
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 TBA
MH8 Outcome Measures 100 100 100 TBA
MH9 Optimising Resource Use in the Specialised Adult Eating Disorder Services
100 100 100 TBA
MH22 Quality Dashboard 100 100 100 TBA
ldquoPatients seem to be involved in all elements of their care packagerdquo
During 201415 The Retreat also entered into a contract with NHS Cumbria CCG for the provision of residential rehabilitation through the CQUIN framework
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 100
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 100
Capturing Patient Outcomes 100 100 100 100
Improved Effectiveness 100 100 100 100
ldquoI think the staff [at The Retreat] work extremely hard to help me with my recovery They are very
dedicated and hard working peoplerdquo
20
21 Statements from the Care Quality Commission The Retreat is required to register with the Care The Retreat has not been inspected by the CQC Quality Commission and its current registration during the 201415 period status is in respect of
The Care Quality Commission has not taken bull Assessment or medical treatment for persons enforcement action against The Retreat during
detained under the Mental Health Act 1983 201415 bull Diagnostic and screening procedures bull Treatment of disease disorder or injury
The Retreat York - 22 October 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use services
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with seven people who use the service People were very positive about the care and treatment they had received Comments included ldquoThey have really supported me here and now I am so much betterrdquo and ldquoStaff are lovely They listen to you Unlike some places Irsquove been beforerdquo We looked at the records and talked to the staff working in the hospital We confirmed that people were supported to give their consent to care and treatment People also told us they felt involved and included in decision making within the service We confirmed that care records were person centred and reflected individual choices in their rehabilitation We talked with the staff and they confirmed they felt well supported and confident in their role with good training and development plans in place We saw that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor complaints People who use the service told us that if they wanted to make a complaint they would know how to We saw that the hospital recorded all complaints and resolved them where they could to the complainantsrsquo satisfactionrdquo
Quote from CQC inspection report
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
Part One Statement on Quality from the Chief Executive 03
03 Statement on Quality from the Chief Executive
I am pleased to introduce The Retreatrsquos Quality Account for 201415
This Quality Account is our annual report to the public and to people who use our services about the quality of the care we deliver It includes examples of improvements we have already made to the quality of the services we provide and our plans to make further improvements It also describes some of the systems we have in place to measure quality
The Retreat is a not-for-profit provider of specialist mental health services We work closely with the NHS to provide services for people with complex and challenging needs The Retreat was established over 200 years ago by Quakers and was the first place where people with mental health problems were treated humanely with dignity and respect Long before todayrsquos focus on recovery-orientated inclusive services The Retreat was providing care based on the belief that given the right environment and if treated as equals people using our services can be empowered to take responsibility for their own recovery
We are proud of our long-standing reputation for
excellence and for providing care of the highest quality
We are very proud of our long-standing reputation for excellence and for providing care of the highest quality We are committed to working with those who use our services to improve the quality of the services we deliver and enable us to evidence that quality improvement
04 Looking back over 201415 I am pleased to report that we made solid progress with the priorities we identified in last yearrsquos Quality Account Where we have not progressed as far as we would have liked such as with the electronic patient record system there are good reasons for this You can read more about these items on pages 27-31 Another pleasing feature of 201415 was the progress we made with implementing our new governance structures These alongside the introduction of the Board Assurance Framework ensure our Board focuses on the important areas of quality safety and risk
I am particularly pleased with the feedback we have received from the people who use our services and you can read some of their comments throughout the report In the main it is extremely positive and we are committed to addressing those areas of concern
Our aim is that all our services receive external accreditation and three of them have already done so You can read more about this on page 16 Other services continue to work towards accreditation and this is an area where we may need to push harder to accelerate progress
All services have been routinely collecting outcome data and producing an annual clinical review for some years In the last twelve months we have moved to six monthly reporting of outcome measures We are particularly interested in finding out what happens to people post discharge and are thinking about how we
might obtain regular and systematic information on this We want to assist people to achieve a recovery that is sustainable
Particularly encouraging in 201415 is the increase in research activity driven by a comprehensive strategy We continue to develop links with a range of universities and to take students from a number of clinical disciplines on placements We are really looking forward to taking on our first medical student in the summer of 2015
We recognise that highly trained committed and valued staff teams are pre-requisites of any
quality service
We recognise that highly trained committed and valued staff teams are pre-requisites of any quality service We work hard to support listen to and value our staff and it was disappointing that the results of the recently conducted Staff Survey were not as good as last yearrsquos Equally the results of the Staff Friends and Family Test were disheartening as only 51 of staff would recommend The Retreat as a place to work and 24 would not recommend it We know that staff are dissatisfied with the level of pay they
05 receive particularly when compared with that offered by the NHS and we have taken steps to address this for nursing staff our largest staff group Our staff also complain about poor communication from the Leadership Team so we are embarking on a project to look at how we can improve this and thereby raise levels of staff engagement and satisfaction
In 201415 we conducted the annual round of appraisals having further modified this following feedback from staff The appraisal includes a grading for all staff and whilst this remains unpopular we believe this is an important part of any appraisal and are keen to retain it We continue to carry out our quarterly face-to-face team briefings and these are well received
We were not inspected by the Care Quality Commission in 201415 but were found to be fully compliant when they inspected our services in 201314 We are working hard to familiarise ourselves with the new system of inspection and have implemented a programme of internal inspections using the Key Lines of Enquiry
I remain confident that The Retreat will rise to the
challenges ahead
This past year has been every bit as challenging as we predicted and the coming years will be even more so I remain confident that The Retreat will rise to the challenges ahead and continue to provide high quality services which represent value for money
On behalf of The Retreat I affirm my commitment to providing high quality services and confirm that to the best of my knowledge the information contained in this report is accurate
Jenny McAleese Chief Executive 04062015
Part Two Priorities for improvement 201516 08
Statement of Assurance from the Board 11
Review of services 12
Participation in clinical audits 12
07 ldquoThe staff almost always find time for you if you need it The staff are approachable and
kindrdquo
Priorities for improvement 201516
Having spent 201415 improving the governance systems and processes across the organisation the priorities for 201516 mark a year of consolidation and change for the organisation
The management and monitoring of risk will be further developed to incorporate strategic risks The investment we have made in developing outcome measures and supporting staff who wish to undertake research will be embedded
Change will be focused on developing links with the local community and seeking opportunities to work with partners The exciting Cafeacute+ initiative will incorporate both these aspirations
A new pilot nursing structure will be implemented in May 2015 and this offers great opportunity to not only develop the potential of nurses across The Retreat but also think about introducing new roles and ways of working across multi-disciplinary teams
Patient Safety
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Continue to further develop and embed robust risk management systems and processes across the organisation
The organisation needs to identify and manage all risks
Increase the scope of the Risk Register to include strategic risks
Increase the number of staff that can add risks to the Risk Register
The Risk Register will include strategic risks signed off by the Board
All clinical staff will have been trained in entering risks on the Risk Register and will be doing so as appropriate
Associate Director of Governance and Change
08
09 Clinical Effectiveness
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Develop and implement evidence based outcome measures to demonstrate the effectiveness of our interventions
Ensure we are able to demonstrate the positive impact of our interventions for patients
Drive ongoing improvement in clinical practice
Provide evidence to commissioners that our interventions are effective
The Research and Clinical Outcomes Strategy will be implemented across The Retreat
Outcomes will be reported on at six monthly intervals in a format that can be shared with commissioners
A robust approach to supporting research and developing meaningful outcome measures is embedded across The Retreat
Medical Director
ldquoHave been made very welcome and involved from day one - very impressed by the calm and efficient manner of
everyone that works thererdquo
Patient Experience
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Develop a new community recovery facility in partnership with local organisations
To create a sanctuary a place that offers respect safety and similar people to meet It will offer a range of activities that can promote recovery
Working in partnership we aim to develop the idea of establishing a cafeacute type safe space which allows service users and others to relax and socialise
Funding is identified to support the establishment of a safe space for service users and others to utilise
Tuke Centre Manager
ldquoNothing is too much trouble and support given to the families of their
patients is also very goodrdquo
10
11 Statement Relating to Quality of NHS Services Provided
Statement of Directorsrsquo responsibilities in respect of the Quality Account
The Directors are required under the Health Act 2009 National Health Service (Quality Accounts) Regulations 2010 and National Health Service (Quality Account) Amendment Regulation 2011 to prepare Quality Accounts for each financial year The Department of Health has issued guidance on the form and content of annual Quality Accounts (which incorporate the above legal requirements)
In preparing the Quality Account Directors are required to take steps to satisfy themselves that
bull The Quality Account presents a balanced picture of the organisationrsquos performance over the period covered
bull The performance information reported in the Quality Account is reliable and accurate
bull There are proper internal controls over the collection and reporting of the measures of performance included in the Quality Account and these controls are subject to review to confirm that they are working effectively in practice
bull The data underpinning the measures of performance reported in the Quality Account is robust and reliable conforms to specified data quality standards and prescribed definitions is subject to appropriate scrutiny and review and
bull The Quality Account has been prepared in accordance with Department of Health guidance
The Directors confirm to the best of their knowledge and belief they have complied with the above requirements in preparing the Quality Account
By order of the Board
David Peryer Chair of Directors 04062015
12 Review of Services
During 201415 The Retreat provided eight NHS services in three service areas
The Retreat has reviewed all the data available to them on the quality of care in eight of these services
The income generated by the NHS services reviewed in 201415 represents 100 of the total income generated from the provision of NHS services by The Retreat for 201415
Participation in Clinical Audits The Retreat undertakes an annual programme of Clinical Audit which is included within our overall three-year Clinical Audit Strategy We reviewed the list of National Clinical Audits and enquiries for inclusion in the Quality Account 201415 There are three National Clinical Audits applicable to the services provided by The Retreat but due to insufficient patient numbers The Retreat did not participate in them
The three audits which are contained in the Prescribing Observatory for Mental Health (POMH-UK) framework were bull Prescribing for substance misuse Alcohol
detoxification bull Prescribing for bipolar disorder (use of
sodium valproate) bull Prescribing for ADHD in children adults and
adolescents
The results of 24 Local Clinical Audits were reviewed in 201415 and the organisation has taken action as a result of these findings to improve the quality of care and treatment it provides
ldquoThe Retreat does a fantastic job of
caring for all their patients rdquo
13 Local Clinical Audits Conducted Audit Key quality improvement actions
NICE Quality Standard 1 Dementia
bull Improve recording of Carersrsquo assessments being offered as part of the CPA documentation Nursing staff to record when such an assessment is offered and document evidence of liasion with our social work team Dissemination within the unit teams
bull Greater use of assessment tools to monitor improvement in a target symptom when behaviours challenge Psychology staff to investigate and implement an appropriate tool to capture this information
bull Greater use of cognitive tools to monitor changes in cognition when pharmacological methods are used to manage behaviours that challenge Psychology staff to investigate and implement an appropriate tool to capture this information
Bank Staff Record Keeping bull Bank staff (both RMNs and Support Workers) to ensure they follow correct guidelines on documentation ensuring they sign their entries on the Electronic Patient Record System (FACE)
bull Maintain the FACE training session in the new starters Induction Programme and continue with unit based training schedule
Recovery Plans and Record Keeping
bull Ensure that all patients have a clearly structured Recovery Plan in place that is reviewed and updated within agreed timeframes
bull Named Nurses to address the areas for improvement in their own documentation following each bi-monthly audit
bull Ensure that all patients have the opportunity to develop Advance Statements bull Ensure that repeat Risk Assessments and other relevant assessments are
completed within the agreed time frame of one month
NICE Clinical Guideline 136 Service User Experience In Adult Mental Health
bull Crisis Plans - for people who may be at risk of crisis a crisis plan should be developed by the patient and their care coordinator The crisis plan should include specified areas as per NICE guidance
bull Use of Advanced Statements to be increased Increase use of the Respect My Wishes document on those units showing a lack of uptake Re-audit use of Respect My Wishes documents to get a benchmark across the organisation
bull Recovery Plan to include social care and crisis plan This will ensure care planning supports effective collaboration with social care and other care providers during endings and transitions and includes details of how to access services in times of crisis
CPA Reports (10 day target) bull Implementation of a new electronic CPA recording system bull Unit Administrators standards awareness training
7 Audits carried out in 201415
Local Clinical Audits Conducted Audit Key quality improvement actions
Mental Capacity ActConsent To Treatment
bull Improved documentation of Consent to Treatment Advanced Decisions and Lasting Power of Attorney on the FACE EPR System Completion of Capacity Assessment Forms If a patient lacks capacity to consent to the care plan a Capacity Assessment should be recorded
bull Mental Capacity Act Training Ensure all staff have received training appropriate to their roles
Risk Profile Assessments bull Ensure Naomi unit staff are aware of need for Risk Profiles to be reviewed every three months as part of NHS England contract
Physical Healthcare bull Annual and physical examinations on admission are recorded on the agreed assessment sheet
bull Influenza vaccinations documentation Accessibility of a record of a discussion of administration of influenza vaccinations to patients Add to physical assessment sheet
bull GPs to record Retreat patientsrsquo consultation on FACE
Hand HygieneInfection Control bull Introduce new audit tool and process to be carried out across all units bull Unit based hand hygiene training carried out by Infection Control representatives
for all staff including use of an ultra violet machine bull Improve hospital wide signage for use of hand gels as best practice
Health of the Nation Outcome Scale (HoNOS)
bull Quarterly report for Patient Safety and Experience Group
Respect My Wishes bull Ensure all patients have a Repect My Wishes document bull Agree and implement a standard for review of Respect My Wishes
Subject Access Requests bull Remove from Risk Register bull Central Subject Access Requests Log to ensure requests are dealt with efficiently bull Amend Access To Health Records Policy to include Access to Health Records
(AHR) Application Forms Review current suitability of AHR forms as part of the Access to Health Records policy
T2T3 Forms (Mental Health Act) bull Only the current T2 form should be in the patientrsquos notes Issue guidance to unit clinical staff
bull Route of medication to be indicated on T3 forms
Nursing amp Midwifery Council bull Develop guidance on writing defensible patient records highlighting in particular Record Keeping Standards (Tuke the key areas of improvement noted Centre) bull Develop a checklist for clinicians to use based on the Audit tool
bull Purchase of an Electronic Patient Record System
14
2 Audits carried out in 201415
3 Audits carried out in 201415
ldquoEveryone I have met either therapist or admin staff have been extremely supportive efficient and welcomingrdquo
15
16 External Acceditation The Royal College of Psychiatrists Centre for Quality Improvement (CCQI) aims to raise the standard of care that people with emotional or mental health needs receive by helping providers users and commissioners of services assess and increase the quality of care they provide
Unitsrsquo continued accreditation
bull The Acorn Programme - Community of Communities
bull Naomi unit - Quality Network for Eating Disorders
bull Katherine Allen unit - In-patient Mental Health Services for Older People (AIMS-OP)
Looking forward during 201516 Hannah Mills Allis and Strensall units are working toward accreditation through The Royal College of Psychiatrists Enabling Environments Award
In October 2014 The Acorn Programme was awarded the 2014 Independent Healthcare Apex Specialist Provider of the Year award
ldquoTheyrsquore great Very professional Always seem to know what theyrsquore doing which makes me calmerrdquo
17 Participation in Clinical Research The number of patients receiving NHS funded treatments that were recruited during 201415 to participate in research approved by a Research Ethics Committee was zero
Four projects have been initiated and approved by The Retreat Virtual Research Group during this year across the range of our services
bull Talking about shame without talking about shame - a thematic analysis of interviews with carers of individuals with an Eating Disorder
bull What does The Retreat do Intersubjective workplace goals of The Retreat Strensall
bull Where is the emotion in dementia bull An evaluation of the use of The Retreat
labyrinth
A staff survey of all research-related activity generated a list of additional ongoing projectsshybull A long-term follow-up evaluation of the Acorn
Programme bull The impact of introducing Compassion
Focused Therapy into DBT (Dialectical Behaviour Therapy)
bull Integrated Care Pathways in an inpatient unit for women with eating disorders
bull Medical risk study of Naomi Pathways to Recovery
bull Focus group project on running psychotherapy groups in the older adult service
bull Development of the Dementia Card Sort assessment
bull What it means to recover service usersrsquo perspectives on recovery within an inpatient unit
bull Evaluating the service user experience of a Compassion Focused Therapy group
Research has been disseminated internally through The Retreatrsquos Clinical Development Group and externally via national conference and scientific journal publication
18 Commitment to Research as a Driver for Improving the Quality of Care and Patient Experience The Retreat has continued to develop research links with a number of Universities including the University of Nottingham Bangor University University of York York St John University University of Sheffield and the University of Leeds
There is current involvement with research networks within the Institute of Mental Health and the Centre for Social Futures (University of Nottingham) the College of Occupational Therapy the Research Centre for Occupation and Mental Health (York St John University) and the Physiotherapy with Eating Disorders network
Retreat staff members have had involvement in clinical training at Hull University University of Leeds University of York Leeds Metropolitan University and Hull York Medical School
Developing research-derived clinical innovation clinical outcomes and our training of others are to be key aspects of our organisational strategy for the coming years
The Retreatrsquos enquiring and collaborative stance together with a combination of quantitative and qualitative approaches help facilitate continued exploration of the key factors in mental health recovery Our aim is to maximise the contribution The Retreatrsquos services provide to this stage of an individualrsquos pathway
19 Use of the Commissioning for Quality and Improvement (CQUIN) payment framework A proportion of The Retreatrsquos income in 201415 was conditional on achieving quality improvement and innovation goals agreed between The Retreat and NHS England North of England Specialised Commissioning Team Yorkshire and Humber with whom we entered into a contract for the provision of Specialised Eating Disorder Services (Adult) through the Commissioning for Quality and Innovation payment framework
The Retreat was successful in achieving the CQUIN target for 201415
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 TBA
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 TBA
MH8 Outcome Measures 100 100 100 TBA
MH9 Optimising Resource Use in the Specialised Adult Eating Disorder Services
100 100 100 TBA
MH22 Quality Dashboard 100 100 100 TBA
ldquoPatients seem to be involved in all elements of their care packagerdquo
During 201415 The Retreat also entered into a contract with NHS Cumbria CCG for the provision of residential rehabilitation through the CQUIN framework
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 100
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 100
Capturing Patient Outcomes 100 100 100 100
Improved Effectiveness 100 100 100 100
ldquoI think the staff [at The Retreat] work extremely hard to help me with my recovery They are very
dedicated and hard working peoplerdquo
20
21 Statements from the Care Quality Commission The Retreat is required to register with the Care The Retreat has not been inspected by the CQC Quality Commission and its current registration during the 201415 period status is in respect of
The Care Quality Commission has not taken bull Assessment or medical treatment for persons enforcement action against The Retreat during
detained under the Mental Health Act 1983 201415 bull Diagnostic and screening procedures bull Treatment of disease disorder or injury
The Retreat York - 22 October 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use services
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with seven people who use the service People were very positive about the care and treatment they had received Comments included ldquoThey have really supported me here and now I am so much betterrdquo and ldquoStaff are lovely They listen to you Unlike some places Irsquove been beforerdquo We looked at the records and talked to the staff working in the hospital We confirmed that people were supported to give their consent to care and treatment People also told us they felt involved and included in decision making within the service We confirmed that care records were person centred and reflected individual choices in their rehabilitation We talked with the staff and they confirmed they felt well supported and confident in their role with good training and development plans in place We saw that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor complaints People who use the service told us that if they wanted to make a complaint they would know how to We saw that the hospital recorded all complaints and resolved them where they could to the complainantsrsquo satisfactionrdquo
Quote from CQC inspection report
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
03 Statement on Quality from the Chief Executive
I am pleased to introduce The Retreatrsquos Quality Account for 201415
This Quality Account is our annual report to the public and to people who use our services about the quality of the care we deliver It includes examples of improvements we have already made to the quality of the services we provide and our plans to make further improvements It also describes some of the systems we have in place to measure quality
The Retreat is a not-for-profit provider of specialist mental health services We work closely with the NHS to provide services for people with complex and challenging needs The Retreat was established over 200 years ago by Quakers and was the first place where people with mental health problems were treated humanely with dignity and respect Long before todayrsquos focus on recovery-orientated inclusive services The Retreat was providing care based on the belief that given the right environment and if treated as equals people using our services can be empowered to take responsibility for their own recovery
We are proud of our long-standing reputation for
excellence and for providing care of the highest quality
We are very proud of our long-standing reputation for excellence and for providing care of the highest quality We are committed to working with those who use our services to improve the quality of the services we deliver and enable us to evidence that quality improvement
04 Looking back over 201415 I am pleased to report that we made solid progress with the priorities we identified in last yearrsquos Quality Account Where we have not progressed as far as we would have liked such as with the electronic patient record system there are good reasons for this You can read more about these items on pages 27-31 Another pleasing feature of 201415 was the progress we made with implementing our new governance structures These alongside the introduction of the Board Assurance Framework ensure our Board focuses on the important areas of quality safety and risk
I am particularly pleased with the feedback we have received from the people who use our services and you can read some of their comments throughout the report In the main it is extremely positive and we are committed to addressing those areas of concern
Our aim is that all our services receive external accreditation and three of them have already done so You can read more about this on page 16 Other services continue to work towards accreditation and this is an area where we may need to push harder to accelerate progress
All services have been routinely collecting outcome data and producing an annual clinical review for some years In the last twelve months we have moved to six monthly reporting of outcome measures We are particularly interested in finding out what happens to people post discharge and are thinking about how we
might obtain regular and systematic information on this We want to assist people to achieve a recovery that is sustainable
Particularly encouraging in 201415 is the increase in research activity driven by a comprehensive strategy We continue to develop links with a range of universities and to take students from a number of clinical disciplines on placements We are really looking forward to taking on our first medical student in the summer of 2015
We recognise that highly trained committed and valued staff teams are pre-requisites of any
quality service
We recognise that highly trained committed and valued staff teams are pre-requisites of any quality service We work hard to support listen to and value our staff and it was disappointing that the results of the recently conducted Staff Survey were not as good as last yearrsquos Equally the results of the Staff Friends and Family Test were disheartening as only 51 of staff would recommend The Retreat as a place to work and 24 would not recommend it We know that staff are dissatisfied with the level of pay they
05 receive particularly when compared with that offered by the NHS and we have taken steps to address this for nursing staff our largest staff group Our staff also complain about poor communication from the Leadership Team so we are embarking on a project to look at how we can improve this and thereby raise levels of staff engagement and satisfaction
In 201415 we conducted the annual round of appraisals having further modified this following feedback from staff The appraisal includes a grading for all staff and whilst this remains unpopular we believe this is an important part of any appraisal and are keen to retain it We continue to carry out our quarterly face-to-face team briefings and these are well received
We were not inspected by the Care Quality Commission in 201415 but were found to be fully compliant when they inspected our services in 201314 We are working hard to familiarise ourselves with the new system of inspection and have implemented a programme of internal inspections using the Key Lines of Enquiry
I remain confident that The Retreat will rise to the
challenges ahead
This past year has been every bit as challenging as we predicted and the coming years will be even more so I remain confident that The Retreat will rise to the challenges ahead and continue to provide high quality services which represent value for money
On behalf of The Retreat I affirm my commitment to providing high quality services and confirm that to the best of my knowledge the information contained in this report is accurate
Jenny McAleese Chief Executive 04062015
Part Two Priorities for improvement 201516 08
Statement of Assurance from the Board 11
Review of services 12
Participation in clinical audits 12
07 ldquoThe staff almost always find time for you if you need it The staff are approachable and
kindrdquo
Priorities for improvement 201516
Having spent 201415 improving the governance systems and processes across the organisation the priorities for 201516 mark a year of consolidation and change for the organisation
The management and monitoring of risk will be further developed to incorporate strategic risks The investment we have made in developing outcome measures and supporting staff who wish to undertake research will be embedded
Change will be focused on developing links with the local community and seeking opportunities to work with partners The exciting Cafeacute+ initiative will incorporate both these aspirations
A new pilot nursing structure will be implemented in May 2015 and this offers great opportunity to not only develop the potential of nurses across The Retreat but also think about introducing new roles and ways of working across multi-disciplinary teams
Patient Safety
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Continue to further develop and embed robust risk management systems and processes across the organisation
The organisation needs to identify and manage all risks
Increase the scope of the Risk Register to include strategic risks
Increase the number of staff that can add risks to the Risk Register
The Risk Register will include strategic risks signed off by the Board
All clinical staff will have been trained in entering risks on the Risk Register and will be doing so as appropriate
Associate Director of Governance and Change
08
09 Clinical Effectiveness
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Develop and implement evidence based outcome measures to demonstrate the effectiveness of our interventions
Ensure we are able to demonstrate the positive impact of our interventions for patients
Drive ongoing improvement in clinical practice
Provide evidence to commissioners that our interventions are effective
The Research and Clinical Outcomes Strategy will be implemented across The Retreat
Outcomes will be reported on at six monthly intervals in a format that can be shared with commissioners
A robust approach to supporting research and developing meaningful outcome measures is embedded across The Retreat
Medical Director
ldquoHave been made very welcome and involved from day one - very impressed by the calm and efficient manner of
everyone that works thererdquo
Patient Experience
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Develop a new community recovery facility in partnership with local organisations
To create a sanctuary a place that offers respect safety and similar people to meet It will offer a range of activities that can promote recovery
Working in partnership we aim to develop the idea of establishing a cafeacute type safe space which allows service users and others to relax and socialise
Funding is identified to support the establishment of a safe space for service users and others to utilise
Tuke Centre Manager
ldquoNothing is too much trouble and support given to the families of their
patients is also very goodrdquo
10
11 Statement Relating to Quality of NHS Services Provided
Statement of Directorsrsquo responsibilities in respect of the Quality Account
The Directors are required under the Health Act 2009 National Health Service (Quality Accounts) Regulations 2010 and National Health Service (Quality Account) Amendment Regulation 2011 to prepare Quality Accounts for each financial year The Department of Health has issued guidance on the form and content of annual Quality Accounts (which incorporate the above legal requirements)
In preparing the Quality Account Directors are required to take steps to satisfy themselves that
bull The Quality Account presents a balanced picture of the organisationrsquos performance over the period covered
bull The performance information reported in the Quality Account is reliable and accurate
bull There are proper internal controls over the collection and reporting of the measures of performance included in the Quality Account and these controls are subject to review to confirm that they are working effectively in practice
bull The data underpinning the measures of performance reported in the Quality Account is robust and reliable conforms to specified data quality standards and prescribed definitions is subject to appropriate scrutiny and review and
bull The Quality Account has been prepared in accordance with Department of Health guidance
The Directors confirm to the best of their knowledge and belief they have complied with the above requirements in preparing the Quality Account
By order of the Board
David Peryer Chair of Directors 04062015
12 Review of Services
During 201415 The Retreat provided eight NHS services in three service areas
The Retreat has reviewed all the data available to them on the quality of care in eight of these services
The income generated by the NHS services reviewed in 201415 represents 100 of the total income generated from the provision of NHS services by The Retreat for 201415
Participation in Clinical Audits The Retreat undertakes an annual programme of Clinical Audit which is included within our overall three-year Clinical Audit Strategy We reviewed the list of National Clinical Audits and enquiries for inclusion in the Quality Account 201415 There are three National Clinical Audits applicable to the services provided by The Retreat but due to insufficient patient numbers The Retreat did not participate in them
The three audits which are contained in the Prescribing Observatory for Mental Health (POMH-UK) framework were bull Prescribing for substance misuse Alcohol
detoxification bull Prescribing for bipolar disorder (use of
sodium valproate) bull Prescribing for ADHD in children adults and
adolescents
The results of 24 Local Clinical Audits were reviewed in 201415 and the organisation has taken action as a result of these findings to improve the quality of care and treatment it provides
ldquoThe Retreat does a fantastic job of
caring for all their patients rdquo
13 Local Clinical Audits Conducted Audit Key quality improvement actions
NICE Quality Standard 1 Dementia
bull Improve recording of Carersrsquo assessments being offered as part of the CPA documentation Nursing staff to record when such an assessment is offered and document evidence of liasion with our social work team Dissemination within the unit teams
bull Greater use of assessment tools to monitor improvement in a target symptom when behaviours challenge Psychology staff to investigate and implement an appropriate tool to capture this information
bull Greater use of cognitive tools to monitor changes in cognition when pharmacological methods are used to manage behaviours that challenge Psychology staff to investigate and implement an appropriate tool to capture this information
Bank Staff Record Keeping bull Bank staff (both RMNs and Support Workers) to ensure they follow correct guidelines on documentation ensuring they sign their entries on the Electronic Patient Record System (FACE)
bull Maintain the FACE training session in the new starters Induction Programme and continue with unit based training schedule
Recovery Plans and Record Keeping
bull Ensure that all patients have a clearly structured Recovery Plan in place that is reviewed and updated within agreed timeframes
bull Named Nurses to address the areas for improvement in their own documentation following each bi-monthly audit
bull Ensure that all patients have the opportunity to develop Advance Statements bull Ensure that repeat Risk Assessments and other relevant assessments are
completed within the agreed time frame of one month
NICE Clinical Guideline 136 Service User Experience In Adult Mental Health
bull Crisis Plans - for people who may be at risk of crisis a crisis plan should be developed by the patient and their care coordinator The crisis plan should include specified areas as per NICE guidance
bull Use of Advanced Statements to be increased Increase use of the Respect My Wishes document on those units showing a lack of uptake Re-audit use of Respect My Wishes documents to get a benchmark across the organisation
bull Recovery Plan to include social care and crisis plan This will ensure care planning supports effective collaboration with social care and other care providers during endings and transitions and includes details of how to access services in times of crisis
CPA Reports (10 day target) bull Implementation of a new electronic CPA recording system bull Unit Administrators standards awareness training
7 Audits carried out in 201415
Local Clinical Audits Conducted Audit Key quality improvement actions
Mental Capacity ActConsent To Treatment
bull Improved documentation of Consent to Treatment Advanced Decisions and Lasting Power of Attorney on the FACE EPR System Completion of Capacity Assessment Forms If a patient lacks capacity to consent to the care plan a Capacity Assessment should be recorded
bull Mental Capacity Act Training Ensure all staff have received training appropriate to their roles
Risk Profile Assessments bull Ensure Naomi unit staff are aware of need for Risk Profiles to be reviewed every three months as part of NHS England contract
Physical Healthcare bull Annual and physical examinations on admission are recorded on the agreed assessment sheet
bull Influenza vaccinations documentation Accessibility of a record of a discussion of administration of influenza vaccinations to patients Add to physical assessment sheet
bull GPs to record Retreat patientsrsquo consultation on FACE
Hand HygieneInfection Control bull Introduce new audit tool and process to be carried out across all units bull Unit based hand hygiene training carried out by Infection Control representatives
for all staff including use of an ultra violet machine bull Improve hospital wide signage for use of hand gels as best practice
Health of the Nation Outcome Scale (HoNOS)
bull Quarterly report for Patient Safety and Experience Group
Respect My Wishes bull Ensure all patients have a Repect My Wishes document bull Agree and implement a standard for review of Respect My Wishes
Subject Access Requests bull Remove from Risk Register bull Central Subject Access Requests Log to ensure requests are dealt with efficiently bull Amend Access To Health Records Policy to include Access to Health Records
(AHR) Application Forms Review current suitability of AHR forms as part of the Access to Health Records policy
T2T3 Forms (Mental Health Act) bull Only the current T2 form should be in the patientrsquos notes Issue guidance to unit clinical staff
bull Route of medication to be indicated on T3 forms
Nursing amp Midwifery Council bull Develop guidance on writing defensible patient records highlighting in particular Record Keeping Standards (Tuke the key areas of improvement noted Centre) bull Develop a checklist for clinicians to use based on the Audit tool
bull Purchase of an Electronic Patient Record System
14
2 Audits carried out in 201415
3 Audits carried out in 201415
ldquoEveryone I have met either therapist or admin staff have been extremely supportive efficient and welcomingrdquo
15
16 External Acceditation The Royal College of Psychiatrists Centre for Quality Improvement (CCQI) aims to raise the standard of care that people with emotional or mental health needs receive by helping providers users and commissioners of services assess and increase the quality of care they provide
Unitsrsquo continued accreditation
bull The Acorn Programme - Community of Communities
bull Naomi unit - Quality Network for Eating Disorders
bull Katherine Allen unit - In-patient Mental Health Services for Older People (AIMS-OP)
Looking forward during 201516 Hannah Mills Allis and Strensall units are working toward accreditation through The Royal College of Psychiatrists Enabling Environments Award
In October 2014 The Acorn Programme was awarded the 2014 Independent Healthcare Apex Specialist Provider of the Year award
ldquoTheyrsquore great Very professional Always seem to know what theyrsquore doing which makes me calmerrdquo
17 Participation in Clinical Research The number of patients receiving NHS funded treatments that were recruited during 201415 to participate in research approved by a Research Ethics Committee was zero
Four projects have been initiated and approved by The Retreat Virtual Research Group during this year across the range of our services
bull Talking about shame without talking about shame - a thematic analysis of interviews with carers of individuals with an Eating Disorder
bull What does The Retreat do Intersubjective workplace goals of The Retreat Strensall
bull Where is the emotion in dementia bull An evaluation of the use of The Retreat
labyrinth
A staff survey of all research-related activity generated a list of additional ongoing projectsshybull A long-term follow-up evaluation of the Acorn
Programme bull The impact of introducing Compassion
Focused Therapy into DBT (Dialectical Behaviour Therapy)
bull Integrated Care Pathways in an inpatient unit for women with eating disorders
bull Medical risk study of Naomi Pathways to Recovery
bull Focus group project on running psychotherapy groups in the older adult service
bull Development of the Dementia Card Sort assessment
bull What it means to recover service usersrsquo perspectives on recovery within an inpatient unit
bull Evaluating the service user experience of a Compassion Focused Therapy group
Research has been disseminated internally through The Retreatrsquos Clinical Development Group and externally via national conference and scientific journal publication
18 Commitment to Research as a Driver for Improving the Quality of Care and Patient Experience The Retreat has continued to develop research links with a number of Universities including the University of Nottingham Bangor University University of York York St John University University of Sheffield and the University of Leeds
There is current involvement with research networks within the Institute of Mental Health and the Centre for Social Futures (University of Nottingham) the College of Occupational Therapy the Research Centre for Occupation and Mental Health (York St John University) and the Physiotherapy with Eating Disorders network
Retreat staff members have had involvement in clinical training at Hull University University of Leeds University of York Leeds Metropolitan University and Hull York Medical School
Developing research-derived clinical innovation clinical outcomes and our training of others are to be key aspects of our organisational strategy for the coming years
The Retreatrsquos enquiring and collaborative stance together with a combination of quantitative and qualitative approaches help facilitate continued exploration of the key factors in mental health recovery Our aim is to maximise the contribution The Retreatrsquos services provide to this stage of an individualrsquos pathway
19 Use of the Commissioning for Quality and Improvement (CQUIN) payment framework A proportion of The Retreatrsquos income in 201415 was conditional on achieving quality improvement and innovation goals agreed between The Retreat and NHS England North of England Specialised Commissioning Team Yorkshire and Humber with whom we entered into a contract for the provision of Specialised Eating Disorder Services (Adult) through the Commissioning for Quality and Innovation payment framework
The Retreat was successful in achieving the CQUIN target for 201415
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 TBA
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 TBA
MH8 Outcome Measures 100 100 100 TBA
MH9 Optimising Resource Use in the Specialised Adult Eating Disorder Services
100 100 100 TBA
MH22 Quality Dashboard 100 100 100 TBA
ldquoPatients seem to be involved in all elements of their care packagerdquo
During 201415 The Retreat also entered into a contract with NHS Cumbria CCG for the provision of residential rehabilitation through the CQUIN framework
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 100
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 100
Capturing Patient Outcomes 100 100 100 100
Improved Effectiveness 100 100 100 100
ldquoI think the staff [at The Retreat] work extremely hard to help me with my recovery They are very
dedicated and hard working peoplerdquo
20
21 Statements from the Care Quality Commission The Retreat is required to register with the Care The Retreat has not been inspected by the CQC Quality Commission and its current registration during the 201415 period status is in respect of
The Care Quality Commission has not taken bull Assessment or medical treatment for persons enforcement action against The Retreat during
detained under the Mental Health Act 1983 201415 bull Diagnostic and screening procedures bull Treatment of disease disorder or injury
The Retreat York - 22 October 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use services
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with seven people who use the service People were very positive about the care and treatment they had received Comments included ldquoThey have really supported me here and now I am so much betterrdquo and ldquoStaff are lovely They listen to you Unlike some places Irsquove been beforerdquo We looked at the records and talked to the staff working in the hospital We confirmed that people were supported to give their consent to care and treatment People also told us they felt involved and included in decision making within the service We confirmed that care records were person centred and reflected individual choices in their rehabilitation We talked with the staff and they confirmed they felt well supported and confident in their role with good training and development plans in place We saw that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor complaints People who use the service told us that if they wanted to make a complaint they would know how to We saw that the hospital recorded all complaints and resolved them where they could to the complainantsrsquo satisfactionrdquo
Quote from CQC inspection report
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
04 Looking back over 201415 I am pleased to report that we made solid progress with the priorities we identified in last yearrsquos Quality Account Where we have not progressed as far as we would have liked such as with the electronic patient record system there are good reasons for this You can read more about these items on pages 27-31 Another pleasing feature of 201415 was the progress we made with implementing our new governance structures These alongside the introduction of the Board Assurance Framework ensure our Board focuses on the important areas of quality safety and risk
I am particularly pleased with the feedback we have received from the people who use our services and you can read some of their comments throughout the report In the main it is extremely positive and we are committed to addressing those areas of concern
Our aim is that all our services receive external accreditation and three of them have already done so You can read more about this on page 16 Other services continue to work towards accreditation and this is an area where we may need to push harder to accelerate progress
All services have been routinely collecting outcome data and producing an annual clinical review for some years In the last twelve months we have moved to six monthly reporting of outcome measures We are particularly interested in finding out what happens to people post discharge and are thinking about how we
might obtain regular and systematic information on this We want to assist people to achieve a recovery that is sustainable
Particularly encouraging in 201415 is the increase in research activity driven by a comprehensive strategy We continue to develop links with a range of universities and to take students from a number of clinical disciplines on placements We are really looking forward to taking on our first medical student in the summer of 2015
We recognise that highly trained committed and valued staff teams are pre-requisites of any
quality service
We recognise that highly trained committed and valued staff teams are pre-requisites of any quality service We work hard to support listen to and value our staff and it was disappointing that the results of the recently conducted Staff Survey were not as good as last yearrsquos Equally the results of the Staff Friends and Family Test were disheartening as only 51 of staff would recommend The Retreat as a place to work and 24 would not recommend it We know that staff are dissatisfied with the level of pay they
05 receive particularly when compared with that offered by the NHS and we have taken steps to address this for nursing staff our largest staff group Our staff also complain about poor communication from the Leadership Team so we are embarking on a project to look at how we can improve this and thereby raise levels of staff engagement and satisfaction
In 201415 we conducted the annual round of appraisals having further modified this following feedback from staff The appraisal includes a grading for all staff and whilst this remains unpopular we believe this is an important part of any appraisal and are keen to retain it We continue to carry out our quarterly face-to-face team briefings and these are well received
We were not inspected by the Care Quality Commission in 201415 but were found to be fully compliant when they inspected our services in 201314 We are working hard to familiarise ourselves with the new system of inspection and have implemented a programme of internal inspections using the Key Lines of Enquiry
I remain confident that The Retreat will rise to the
challenges ahead
This past year has been every bit as challenging as we predicted and the coming years will be even more so I remain confident that The Retreat will rise to the challenges ahead and continue to provide high quality services which represent value for money
On behalf of The Retreat I affirm my commitment to providing high quality services and confirm that to the best of my knowledge the information contained in this report is accurate
Jenny McAleese Chief Executive 04062015
Part Two Priorities for improvement 201516 08
Statement of Assurance from the Board 11
Review of services 12
Participation in clinical audits 12
07 ldquoThe staff almost always find time for you if you need it The staff are approachable and
kindrdquo
Priorities for improvement 201516
Having spent 201415 improving the governance systems and processes across the organisation the priorities for 201516 mark a year of consolidation and change for the organisation
The management and monitoring of risk will be further developed to incorporate strategic risks The investment we have made in developing outcome measures and supporting staff who wish to undertake research will be embedded
Change will be focused on developing links with the local community and seeking opportunities to work with partners The exciting Cafeacute+ initiative will incorporate both these aspirations
A new pilot nursing structure will be implemented in May 2015 and this offers great opportunity to not only develop the potential of nurses across The Retreat but also think about introducing new roles and ways of working across multi-disciplinary teams
Patient Safety
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Continue to further develop and embed robust risk management systems and processes across the organisation
The organisation needs to identify and manage all risks
Increase the scope of the Risk Register to include strategic risks
Increase the number of staff that can add risks to the Risk Register
The Risk Register will include strategic risks signed off by the Board
All clinical staff will have been trained in entering risks on the Risk Register and will be doing so as appropriate
Associate Director of Governance and Change
08
09 Clinical Effectiveness
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Develop and implement evidence based outcome measures to demonstrate the effectiveness of our interventions
Ensure we are able to demonstrate the positive impact of our interventions for patients
Drive ongoing improvement in clinical practice
Provide evidence to commissioners that our interventions are effective
The Research and Clinical Outcomes Strategy will be implemented across The Retreat
Outcomes will be reported on at six monthly intervals in a format that can be shared with commissioners
A robust approach to supporting research and developing meaningful outcome measures is embedded across The Retreat
Medical Director
ldquoHave been made very welcome and involved from day one - very impressed by the calm and efficient manner of
everyone that works thererdquo
Patient Experience
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Develop a new community recovery facility in partnership with local organisations
To create a sanctuary a place that offers respect safety and similar people to meet It will offer a range of activities that can promote recovery
Working in partnership we aim to develop the idea of establishing a cafeacute type safe space which allows service users and others to relax and socialise
Funding is identified to support the establishment of a safe space for service users and others to utilise
Tuke Centre Manager
ldquoNothing is too much trouble and support given to the families of their
patients is also very goodrdquo
10
11 Statement Relating to Quality of NHS Services Provided
Statement of Directorsrsquo responsibilities in respect of the Quality Account
The Directors are required under the Health Act 2009 National Health Service (Quality Accounts) Regulations 2010 and National Health Service (Quality Account) Amendment Regulation 2011 to prepare Quality Accounts for each financial year The Department of Health has issued guidance on the form and content of annual Quality Accounts (which incorporate the above legal requirements)
In preparing the Quality Account Directors are required to take steps to satisfy themselves that
bull The Quality Account presents a balanced picture of the organisationrsquos performance over the period covered
bull The performance information reported in the Quality Account is reliable and accurate
bull There are proper internal controls over the collection and reporting of the measures of performance included in the Quality Account and these controls are subject to review to confirm that they are working effectively in practice
bull The data underpinning the measures of performance reported in the Quality Account is robust and reliable conforms to specified data quality standards and prescribed definitions is subject to appropriate scrutiny and review and
bull The Quality Account has been prepared in accordance with Department of Health guidance
The Directors confirm to the best of their knowledge and belief they have complied with the above requirements in preparing the Quality Account
By order of the Board
David Peryer Chair of Directors 04062015
12 Review of Services
During 201415 The Retreat provided eight NHS services in three service areas
The Retreat has reviewed all the data available to them on the quality of care in eight of these services
The income generated by the NHS services reviewed in 201415 represents 100 of the total income generated from the provision of NHS services by The Retreat for 201415
Participation in Clinical Audits The Retreat undertakes an annual programme of Clinical Audit which is included within our overall three-year Clinical Audit Strategy We reviewed the list of National Clinical Audits and enquiries for inclusion in the Quality Account 201415 There are three National Clinical Audits applicable to the services provided by The Retreat but due to insufficient patient numbers The Retreat did not participate in them
The three audits which are contained in the Prescribing Observatory for Mental Health (POMH-UK) framework were bull Prescribing for substance misuse Alcohol
detoxification bull Prescribing for bipolar disorder (use of
sodium valproate) bull Prescribing for ADHD in children adults and
adolescents
The results of 24 Local Clinical Audits were reviewed in 201415 and the organisation has taken action as a result of these findings to improve the quality of care and treatment it provides
ldquoThe Retreat does a fantastic job of
caring for all their patients rdquo
13 Local Clinical Audits Conducted Audit Key quality improvement actions
NICE Quality Standard 1 Dementia
bull Improve recording of Carersrsquo assessments being offered as part of the CPA documentation Nursing staff to record when such an assessment is offered and document evidence of liasion with our social work team Dissemination within the unit teams
bull Greater use of assessment tools to monitor improvement in a target symptom when behaviours challenge Psychology staff to investigate and implement an appropriate tool to capture this information
bull Greater use of cognitive tools to monitor changes in cognition when pharmacological methods are used to manage behaviours that challenge Psychology staff to investigate and implement an appropriate tool to capture this information
Bank Staff Record Keeping bull Bank staff (both RMNs and Support Workers) to ensure they follow correct guidelines on documentation ensuring they sign their entries on the Electronic Patient Record System (FACE)
bull Maintain the FACE training session in the new starters Induction Programme and continue with unit based training schedule
Recovery Plans and Record Keeping
bull Ensure that all patients have a clearly structured Recovery Plan in place that is reviewed and updated within agreed timeframes
bull Named Nurses to address the areas for improvement in their own documentation following each bi-monthly audit
bull Ensure that all patients have the opportunity to develop Advance Statements bull Ensure that repeat Risk Assessments and other relevant assessments are
completed within the agreed time frame of one month
NICE Clinical Guideline 136 Service User Experience In Adult Mental Health
bull Crisis Plans - for people who may be at risk of crisis a crisis plan should be developed by the patient and their care coordinator The crisis plan should include specified areas as per NICE guidance
bull Use of Advanced Statements to be increased Increase use of the Respect My Wishes document on those units showing a lack of uptake Re-audit use of Respect My Wishes documents to get a benchmark across the organisation
bull Recovery Plan to include social care and crisis plan This will ensure care planning supports effective collaboration with social care and other care providers during endings and transitions and includes details of how to access services in times of crisis
CPA Reports (10 day target) bull Implementation of a new electronic CPA recording system bull Unit Administrators standards awareness training
7 Audits carried out in 201415
Local Clinical Audits Conducted Audit Key quality improvement actions
Mental Capacity ActConsent To Treatment
bull Improved documentation of Consent to Treatment Advanced Decisions and Lasting Power of Attorney on the FACE EPR System Completion of Capacity Assessment Forms If a patient lacks capacity to consent to the care plan a Capacity Assessment should be recorded
bull Mental Capacity Act Training Ensure all staff have received training appropriate to their roles
Risk Profile Assessments bull Ensure Naomi unit staff are aware of need for Risk Profiles to be reviewed every three months as part of NHS England contract
Physical Healthcare bull Annual and physical examinations on admission are recorded on the agreed assessment sheet
bull Influenza vaccinations documentation Accessibility of a record of a discussion of administration of influenza vaccinations to patients Add to physical assessment sheet
bull GPs to record Retreat patientsrsquo consultation on FACE
Hand HygieneInfection Control bull Introduce new audit tool and process to be carried out across all units bull Unit based hand hygiene training carried out by Infection Control representatives
for all staff including use of an ultra violet machine bull Improve hospital wide signage for use of hand gels as best practice
Health of the Nation Outcome Scale (HoNOS)
bull Quarterly report for Patient Safety and Experience Group
Respect My Wishes bull Ensure all patients have a Repect My Wishes document bull Agree and implement a standard for review of Respect My Wishes
Subject Access Requests bull Remove from Risk Register bull Central Subject Access Requests Log to ensure requests are dealt with efficiently bull Amend Access To Health Records Policy to include Access to Health Records
(AHR) Application Forms Review current suitability of AHR forms as part of the Access to Health Records policy
T2T3 Forms (Mental Health Act) bull Only the current T2 form should be in the patientrsquos notes Issue guidance to unit clinical staff
bull Route of medication to be indicated on T3 forms
Nursing amp Midwifery Council bull Develop guidance on writing defensible patient records highlighting in particular Record Keeping Standards (Tuke the key areas of improvement noted Centre) bull Develop a checklist for clinicians to use based on the Audit tool
bull Purchase of an Electronic Patient Record System
14
2 Audits carried out in 201415
3 Audits carried out in 201415
ldquoEveryone I have met either therapist or admin staff have been extremely supportive efficient and welcomingrdquo
15
16 External Acceditation The Royal College of Psychiatrists Centre for Quality Improvement (CCQI) aims to raise the standard of care that people with emotional or mental health needs receive by helping providers users and commissioners of services assess and increase the quality of care they provide
Unitsrsquo continued accreditation
bull The Acorn Programme - Community of Communities
bull Naomi unit - Quality Network for Eating Disorders
bull Katherine Allen unit - In-patient Mental Health Services for Older People (AIMS-OP)
Looking forward during 201516 Hannah Mills Allis and Strensall units are working toward accreditation through The Royal College of Psychiatrists Enabling Environments Award
In October 2014 The Acorn Programme was awarded the 2014 Independent Healthcare Apex Specialist Provider of the Year award
ldquoTheyrsquore great Very professional Always seem to know what theyrsquore doing which makes me calmerrdquo
17 Participation in Clinical Research The number of patients receiving NHS funded treatments that were recruited during 201415 to participate in research approved by a Research Ethics Committee was zero
Four projects have been initiated and approved by The Retreat Virtual Research Group during this year across the range of our services
bull Talking about shame without talking about shame - a thematic analysis of interviews with carers of individuals with an Eating Disorder
bull What does The Retreat do Intersubjective workplace goals of The Retreat Strensall
bull Where is the emotion in dementia bull An evaluation of the use of The Retreat
labyrinth
A staff survey of all research-related activity generated a list of additional ongoing projectsshybull A long-term follow-up evaluation of the Acorn
Programme bull The impact of introducing Compassion
Focused Therapy into DBT (Dialectical Behaviour Therapy)
bull Integrated Care Pathways in an inpatient unit for women with eating disorders
bull Medical risk study of Naomi Pathways to Recovery
bull Focus group project on running psychotherapy groups in the older adult service
bull Development of the Dementia Card Sort assessment
bull What it means to recover service usersrsquo perspectives on recovery within an inpatient unit
bull Evaluating the service user experience of a Compassion Focused Therapy group
Research has been disseminated internally through The Retreatrsquos Clinical Development Group and externally via national conference and scientific journal publication
18 Commitment to Research as a Driver for Improving the Quality of Care and Patient Experience The Retreat has continued to develop research links with a number of Universities including the University of Nottingham Bangor University University of York York St John University University of Sheffield and the University of Leeds
There is current involvement with research networks within the Institute of Mental Health and the Centre for Social Futures (University of Nottingham) the College of Occupational Therapy the Research Centre for Occupation and Mental Health (York St John University) and the Physiotherapy with Eating Disorders network
Retreat staff members have had involvement in clinical training at Hull University University of Leeds University of York Leeds Metropolitan University and Hull York Medical School
Developing research-derived clinical innovation clinical outcomes and our training of others are to be key aspects of our organisational strategy for the coming years
The Retreatrsquos enquiring and collaborative stance together with a combination of quantitative and qualitative approaches help facilitate continued exploration of the key factors in mental health recovery Our aim is to maximise the contribution The Retreatrsquos services provide to this stage of an individualrsquos pathway
19 Use of the Commissioning for Quality and Improvement (CQUIN) payment framework A proportion of The Retreatrsquos income in 201415 was conditional on achieving quality improvement and innovation goals agreed between The Retreat and NHS England North of England Specialised Commissioning Team Yorkshire and Humber with whom we entered into a contract for the provision of Specialised Eating Disorder Services (Adult) through the Commissioning for Quality and Innovation payment framework
The Retreat was successful in achieving the CQUIN target for 201415
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 TBA
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 TBA
MH8 Outcome Measures 100 100 100 TBA
MH9 Optimising Resource Use in the Specialised Adult Eating Disorder Services
100 100 100 TBA
MH22 Quality Dashboard 100 100 100 TBA
ldquoPatients seem to be involved in all elements of their care packagerdquo
During 201415 The Retreat also entered into a contract with NHS Cumbria CCG for the provision of residential rehabilitation through the CQUIN framework
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 100
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 100
Capturing Patient Outcomes 100 100 100 100
Improved Effectiveness 100 100 100 100
ldquoI think the staff [at The Retreat] work extremely hard to help me with my recovery They are very
dedicated and hard working peoplerdquo
20
21 Statements from the Care Quality Commission The Retreat is required to register with the Care The Retreat has not been inspected by the CQC Quality Commission and its current registration during the 201415 period status is in respect of
The Care Quality Commission has not taken bull Assessment or medical treatment for persons enforcement action against The Retreat during
detained under the Mental Health Act 1983 201415 bull Diagnostic and screening procedures bull Treatment of disease disorder or injury
The Retreat York - 22 October 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use services
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with seven people who use the service People were very positive about the care and treatment they had received Comments included ldquoThey have really supported me here and now I am so much betterrdquo and ldquoStaff are lovely They listen to you Unlike some places Irsquove been beforerdquo We looked at the records and talked to the staff working in the hospital We confirmed that people were supported to give their consent to care and treatment People also told us they felt involved and included in decision making within the service We confirmed that care records were person centred and reflected individual choices in their rehabilitation We talked with the staff and they confirmed they felt well supported and confident in their role with good training and development plans in place We saw that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor complaints People who use the service told us that if they wanted to make a complaint they would know how to We saw that the hospital recorded all complaints and resolved them where they could to the complainantsrsquo satisfactionrdquo
Quote from CQC inspection report
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
05 receive particularly when compared with that offered by the NHS and we have taken steps to address this for nursing staff our largest staff group Our staff also complain about poor communication from the Leadership Team so we are embarking on a project to look at how we can improve this and thereby raise levels of staff engagement and satisfaction
In 201415 we conducted the annual round of appraisals having further modified this following feedback from staff The appraisal includes a grading for all staff and whilst this remains unpopular we believe this is an important part of any appraisal and are keen to retain it We continue to carry out our quarterly face-to-face team briefings and these are well received
We were not inspected by the Care Quality Commission in 201415 but were found to be fully compliant when they inspected our services in 201314 We are working hard to familiarise ourselves with the new system of inspection and have implemented a programme of internal inspections using the Key Lines of Enquiry
I remain confident that The Retreat will rise to the
challenges ahead
This past year has been every bit as challenging as we predicted and the coming years will be even more so I remain confident that The Retreat will rise to the challenges ahead and continue to provide high quality services which represent value for money
On behalf of The Retreat I affirm my commitment to providing high quality services and confirm that to the best of my knowledge the information contained in this report is accurate
Jenny McAleese Chief Executive 04062015
Part Two Priorities for improvement 201516 08
Statement of Assurance from the Board 11
Review of services 12
Participation in clinical audits 12
07 ldquoThe staff almost always find time for you if you need it The staff are approachable and
kindrdquo
Priorities for improvement 201516
Having spent 201415 improving the governance systems and processes across the organisation the priorities for 201516 mark a year of consolidation and change for the organisation
The management and monitoring of risk will be further developed to incorporate strategic risks The investment we have made in developing outcome measures and supporting staff who wish to undertake research will be embedded
Change will be focused on developing links with the local community and seeking opportunities to work with partners The exciting Cafeacute+ initiative will incorporate both these aspirations
A new pilot nursing structure will be implemented in May 2015 and this offers great opportunity to not only develop the potential of nurses across The Retreat but also think about introducing new roles and ways of working across multi-disciplinary teams
Patient Safety
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Continue to further develop and embed robust risk management systems and processes across the organisation
The organisation needs to identify and manage all risks
Increase the scope of the Risk Register to include strategic risks
Increase the number of staff that can add risks to the Risk Register
The Risk Register will include strategic risks signed off by the Board
All clinical staff will have been trained in entering risks on the Risk Register and will be doing so as appropriate
Associate Director of Governance and Change
08
09 Clinical Effectiveness
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Develop and implement evidence based outcome measures to demonstrate the effectiveness of our interventions
Ensure we are able to demonstrate the positive impact of our interventions for patients
Drive ongoing improvement in clinical practice
Provide evidence to commissioners that our interventions are effective
The Research and Clinical Outcomes Strategy will be implemented across The Retreat
Outcomes will be reported on at six monthly intervals in a format that can be shared with commissioners
A robust approach to supporting research and developing meaningful outcome measures is embedded across The Retreat
Medical Director
ldquoHave been made very welcome and involved from day one - very impressed by the calm and efficient manner of
everyone that works thererdquo
Patient Experience
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Develop a new community recovery facility in partnership with local organisations
To create a sanctuary a place that offers respect safety and similar people to meet It will offer a range of activities that can promote recovery
Working in partnership we aim to develop the idea of establishing a cafeacute type safe space which allows service users and others to relax and socialise
Funding is identified to support the establishment of a safe space for service users and others to utilise
Tuke Centre Manager
ldquoNothing is too much trouble and support given to the families of their
patients is also very goodrdquo
10
11 Statement Relating to Quality of NHS Services Provided
Statement of Directorsrsquo responsibilities in respect of the Quality Account
The Directors are required under the Health Act 2009 National Health Service (Quality Accounts) Regulations 2010 and National Health Service (Quality Account) Amendment Regulation 2011 to prepare Quality Accounts for each financial year The Department of Health has issued guidance on the form and content of annual Quality Accounts (which incorporate the above legal requirements)
In preparing the Quality Account Directors are required to take steps to satisfy themselves that
bull The Quality Account presents a balanced picture of the organisationrsquos performance over the period covered
bull The performance information reported in the Quality Account is reliable and accurate
bull There are proper internal controls over the collection and reporting of the measures of performance included in the Quality Account and these controls are subject to review to confirm that they are working effectively in practice
bull The data underpinning the measures of performance reported in the Quality Account is robust and reliable conforms to specified data quality standards and prescribed definitions is subject to appropriate scrutiny and review and
bull The Quality Account has been prepared in accordance with Department of Health guidance
The Directors confirm to the best of their knowledge and belief they have complied with the above requirements in preparing the Quality Account
By order of the Board
David Peryer Chair of Directors 04062015
12 Review of Services
During 201415 The Retreat provided eight NHS services in three service areas
The Retreat has reviewed all the data available to them on the quality of care in eight of these services
The income generated by the NHS services reviewed in 201415 represents 100 of the total income generated from the provision of NHS services by The Retreat for 201415
Participation in Clinical Audits The Retreat undertakes an annual programme of Clinical Audit which is included within our overall three-year Clinical Audit Strategy We reviewed the list of National Clinical Audits and enquiries for inclusion in the Quality Account 201415 There are three National Clinical Audits applicable to the services provided by The Retreat but due to insufficient patient numbers The Retreat did not participate in them
The three audits which are contained in the Prescribing Observatory for Mental Health (POMH-UK) framework were bull Prescribing for substance misuse Alcohol
detoxification bull Prescribing for bipolar disorder (use of
sodium valproate) bull Prescribing for ADHD in children adults and
adolescents
The results of 24 Local Clinical Audits were reviewed in 201415 and the organisation has taken action as a result of these findings to improve the quality of care and treatment it provides
ldquoThe Retreat does a fantastic job of
caring for all their patients rdquo
13 Local Clinical Audits Conducted Audit Key quality improvement actions
NICE Quality Standard 1 Dementia
bull Improve recording of Carersrsquo assessments being offered as part of the CPA documentation Nursing staff to record when such an assessment is offered and document evidence of liasion with our social work team Dissemination within the unit teams
bull Greater use of assessment tools to monitor improvement in a target symptom when behaviours challenge Psychology staff to investigate and implement an appropriate tool to capture this information
bull Greater use of cognitive tools to monitor changes in cognition when pharmacological methods are used to manage behaviours that challenge Psychology staff to investigate and implement an appropriate tool to capture this information
Bank Staff Record Keeping bull Bank staff (both RMNs and Support Workers) to ensure they follow correct guidelines on documentation ensuring they sign their entries on the Electronic Patient Record System (FACE)
bull Maintain the FACE training session in the new starters Induction Programme and continue with unit based training schedule
Recovery Plans and Record Keeping
bull Ensure that all patients have a clearly structured Recovery Plan in place that is reviewed and updated within agreed timeframes
bull Named Nurses to address the areas for improvement in their own documentation following each bi-monthly audit
bull Ensure that all patients have the opportunity to develop Advance Statements bull Ensure that repeat Risk Assessments and other relevant assessments are
completed within the agreed time frame of one month
NICE Clinical Guideline 136 Service User Experience In Adult Mental Health
bull Crisis Plans - for people who may be at risk of crisis a crisis plan should be developed by the patient and their care coordinator The crisis plan should include specified areas as per NICE guidance
bull Use of Advanced Statements to be increased Increase use of the Respect My Wishes document on those units showing a lack of uptake Re-audit use of Respect My Wishes documents to get a benchmark across the organisation
bull Recovery Plan to include social care and crisis plan This will ensure care planning supports effective collaboration with social care and other care providers during endings and transitions and includes details of how to access services in times of crisis
CPA Reports (10 day target) bull Implementation of a new electronic CPA recording system bull Unit Administrators standards awareness training
7 Audits carried out in 201415
Local Clinical Audits Conducted Audit Key quality improvement actions
Mental Capacity ActConsent To Treatment
bull Improved documentation of Consent to Treatment Advanced Decisions and Lasting Power of Attorney on the FACE EPR System Completion of Capacity Assessment Forms If a patient lacks capacity to consent to the care plan a Capacity Assessment should be recorded
bull Mental Capacity Act Training Ensure all staff have received training appropriate to their roles
Risk Profile Assessments bull Ensure Naomi unit staff are aware of need for Risk Profiles to be reviewed every three months as part of NHS England contract
Physical Healthcare bull Annual and physical examinations on admission are recorded on the agreed assessment sheet
bull Influenza vaccinations documentation Accessibility of a record of a discussion of administration of influenza vaccinations to patients Add to physical assessment sheet
bull GPs to record Retreat patientsrsquo consultation on FACE
Hand HygieneInfection Control bull Introduce new audit tool and process to be carried out across all units bull Unit based hand hygiene training carried out by Infection Control representatives
for all staff including use of an ultra violet machine bull Improve hospital wide signage for use of hand gels as best practice
Health of the Nation Outcome Scale (HoNOS)
bull Quarterly report for Patient Safety and Experience Group
Respect My Wishes bull Ensure all patients have a Repect My Wishes document bull Agree and implement a standard for review of Respect My Wishes
Subject Access Requests bull Remove from Risk Register bull Central Subject Access Requests Log to ensure requests are dealt with efficiently bull Amend Access To Health Records Policy to include Access to Health Records
(AHR) Application Forms Review current suitability of AHR forms as part of the Access to Health Records policy
T2T3 Forms (Mental Health Act) bull Only the current T2 form should be in the patientrsquos notes Issue guidance to unit clinical staff
bull Route of medication to be indicated on T3 forms
Nursing amp Midwifery Council bull Develop guidance on writing defensible patient records highlighting in particular Record Keeping Standards (Tuke the key areas of improvement noted Centre) bull Develop a checklist for clinicians to use based on the Audit tool
bull Purchase of an Electronic Patient Record System
14
2 Audits carried out in 201415
3 Audits carried out in 201415
ldquoEveryone I have met either therapist or admin staff have been extremely supportive efficient and welcomingrdquo
15
16 External Acceditation The Royal College of Psychiatrists Centre for Quality Improvement (CCQI) aims to raise the standard of care that people with emotional or mental health needs receive by helping providers users and commissioners of services assess and increase the quality of care they provide
Unitsrsquo continued accreditation
bull The Acorn Programme - Community of Communities
bull Naomi unit - Quality Network for Eating Disorders
bull Katherine Allen unit - In-patient Mental Health Services for Older People (AIMS-OP)
Looking forward during 201516 Hannah Mills Allis and Strensall units are working toward accreditation through The Royal College of Psychiatrists Enabling Environments Award
In October 2014 The Acorn Programme was awarded the 2014 Independent Healthcare Apex Specialist Provider of the Year award
ldquoTheyrsquore great Very professional Always seem to know what theyrsquore doing which makes me calmerrdquo
17 Participation in Clinical Research The number of patients receiving NHS funded treatments that were recruited during 201415 to participate in research approved by a Research Ethics Committee was zero
Four projects have been initiated and approved by The Retreat Virtual Research Group during this year across the range of our services
bull Talking about shame without talking about shame - a thematic analysis of interviews with carers of individuals with an Eating Disorder
bull What does The Retreat do Intersubjective workplace goals of The Retreat Strensall
bull Where is the emotion in dementia bull An evaluation of the use of The Retreat
labyrinth
A staff survey of all research-related activity generated a list of additional ongoing projectsshybull A long-term follow-up evaluation of the Acorn
Programme bull The impact of introducing Compassion
Focused Therapy into DBT (Dialectical Behaviour Therapy)
bull Integrated Care Pathways in an inpatient unit for women with eating disorders
bull Medical risk study of Naomi Pathways to Recovery
bull Focus group project on running psychotherapy groups in the older adult service
bull Development of the Dementia Card Sort assessment
bull What it means to recover service usersrsquo perspectives on recovery within an inpatient unit
bull Evaluating the service user experience of a Compassion Focused Therapy group
Research has been disseminated internally through The Retreatrsquos Clinical Development Group and externally via national conference and scientific journal publication
18 Commitment to Research as a Driver for Improving the Quality of Care and Patient Experience The Retreat has continued to develop research links with a number of Universities including the University of Nottingham Bangor University University of York York St John University University of Sheffield and the University of Leeds
There is current involvement with research networks within the Institute of Mental Health and the Centre for Social Futures (University of Nottingham) the College of Occupational Therapy the Research Centre for Occupation and Mental Health (York St John University) and the Physiotherapy with Eating Disorders network
Retreat staff members have had involvement in clinical training at Hull University University of Leeds University of York Leeds Metropolitan University and Hull York Medical School
Developing research-derived clinical innovation clinical outcomes and our training of others are to be key aspects of our organisational strategy for the coming years
The Retreatrsquos enquiring and collaborative stance together with a combination of quantitative and qualitative approaches help facilitate continued exploration of the key factors in mental health recovery Our aim is to maximise the contribution The Retreatrsquos services provide to this stage of an individualrsquos pathway
19 Use of the Commissioning for Quality and Improvement (CQUIN) payment framework A proportion of The Retreatrsquos income in 201415 was conditional on achieving quality improvement and innovation goals agreed between The Retreat and NHS England North of England Specialised Commissioning Team Yorkshire and Humber with whom we entered into a contract for the provision of Specialised Eating Disorder Services (Adult) through the Commissioning for Quality and Innovation payment framework
The Retreat was successful in achieving the CQUIN target for 201415
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 TBA
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 TBA
MH8 Outcome Measures 100 100 100 TBA
MH9 Optimising Resource Use in the Specialised Adult Eating Disorder Services
100 100 100 TBA
MH22 Quality Dashboard 100 100 100 TBA
ldquoPatients seem to be involved in all elements of their care packagerdquo
During 201415 The Retreat also entered into a contract with NHS Cumbria CCG for the provision of residential rehabilitation through the CQUIN framework
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 100
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 100
Capturing Patient Outcomes 100 100 100 100
Improved Effectiveness 100 100 100 100
ldquoI think the staff [at The Retreat] work extremely hard to help me with my recovery They are very
dedicated and hard working peoplerdquo
20
21 Statements from the Care Quality Commission The Retreat is required to register with the Care The Retreat has not been inspected by the CQC Quality Commission and its current registration during the 201415 period status is in respect of
The Care Quality Commission has not taken bull Assessment or medical treatment for persons enforcement action against The Retreat during
detained under the Mental Health Act 1983 201415 bull Diagnostic and screening procedures bull Treatment of disease disorder or injury
The Retreat York - 22 October 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use services
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with seven people who use the service People were very positive about the care and treatment they had received Comments included ldquoThey have really supported me here and now I am so much betterrdquo and ldquoStaff are lovely They listen to you Unlike some places Irsquove been beforerdquo We looked at the records and talked to the staff working in the hospital We confirmed that people were supported to give their consent to care and treatment People also told us they felt involved and included in decision making within the service We confirmed that care records were person centred and reflected individual choices in their rehabilitation We talked with the staff and they confirmed they felt well supported and confident in their role with good training and development plans in place We saw that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor complaints People who use the service told us that if they wanted to make a complaint they would know how to We saw that the hospital recorded all complaints and resolved them where they could to the complainantsrsquo satisfactionrdquo
Quote from CQC inspection report
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
Part Two Priorities for improvement 201516 08
Statement of Assurance from the Board 11
Review of services 12
Participation in clinical audits 12
07 ldquoThe staff almost always find time for you if you need it The staff are approachable and
kindrdquo
Priorities for improvement 201516
Having spent 201415 improving the governance systems and processes across the organisation the priorities for 201516 mark a year of consolidation and change for the organisation
The management and monitoring of risk will be further developed to incorporate strategic risks The investment we have made in developing outcome measures and supporting staff who wish to undertake research will be embedded
Change will be focused on developing links with the local community and seeking opportunities to work with partners The exciting Cafeacute+ initiative will incorporate both these aspirations
A new pilot nursing structure will be implemented in May 2015 and this offers great opportunity to not only develop the potential of nurses across The Retreat but also think about introducing new roles and ways of working across multi-disciplinary teams
Patient Safety
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Continue to further develop and embed robust risk management systems and processes across the organisation
The organisation needs to identify and manage all risks
Increase the scope of the Risk Register to include strategic risks
Increase the number of staff that can add risks to the Risk Register
The Risk Register will include strategic risks signed off by the Board
All clinical staff will have been trained in entering risks on the Risk Register and will be doing so as appropriate
Associate Director of Governance and Change
08
09 Clinical Effectiveness
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Develop and implement evidence based outcome measures to demonstrate the effectiveness of our interventions
Ensure we are able to demonstrate the positive impact of our interventions for patients
Drive ongoing improvement in clinical practice
Provide evidence to commissioners that our interventions are effective
The Research and Clinical Outcomes Strategy will be implemented across The Retreat
Outcomes will be reported on at six monthly intervals in a format that can be shared with commissioners
A robust approach to supporting research and developing meaningful outcome measures is embedded across The Retreat
Medical Director
ldquoHave been made very welcome and involved from day one - very impressed by the calm and efficient manner of
everyone that works thererdquo
Patient Experience
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Develop a new community recovery facility in partnership with local organisations
To create a sanctuary a place that offers respect safety and similar people to meet It will offer a range of activities that can promote recovery
Working in partnership we aim to develop the idea of establishing a cafeacute type safe space which allows service users and others to relax and socialise
Funding is identified to support the establishment of a safe space for service users and others to utilise
Tuke Centre Manager
ldquoNothing is too much trouble and support given to the families of their
patients is also very goodrdquo
10
11 Statement Relating to Quality of NHS Services Provided
Statement of Directorsrsquo responsibilities in respect of the Quality Account
The Directors are required under the Health Act 2009 National Health Service (Quality Accounts) Regulations 2010 and National Health Service (Quality Account) Amendment Regulation 2011 to prepare Quality Accounts for each financial year The Department of Health has issued guidance on the form and content of annual Quality Accounts (which incorporate the above legal requirements)
In preparing the Quality Account Directors are required to take steps to satisfy themselves that
bull The Quality Account presents a balanced picture of the organisationrsquos performance over the period covered
bull The performance information reported in the Quality Account is reliable and accurate
bull There are proper internal controls over the collection and reporting of the measures of performance included in the Quality Account and these controls are subject to review to confirm that they are working effectively in practice
bull The data underpinning the measures of performance reported in the Quality Account is robust and reliable conforms to specified data quality standards and prescribed definitions is subject to appropriate scrutiny and review and
bull The Quality Account has been prepared in accordance with Department of Health guidance
The Directors confirm to the best of their knowledge and belief they have complied with the above requirements in preparing the Quality Account
By order of the Board
David Peryer Chair of Directors 04062015
12 Review of Services
During 201415 The Retreat provided eight NHS services in three service areas
The Retreat has reviewed all the data available to them on the quality of care in eight of these services
The income generated by the NHS services reviewed in 201415 represents 100 of the total income generated from the provision of NHS services by The Retreat for 201415
Participation in Clinical Audits The Retreat undertakes an annual programme of Clinical Audit which is included within our overall three-year Clinical Audit Strategy We reviewed the list of National Clinical Audits and enquiries for inclusion in the Quality Account 201415 There are three National Clinical Audits applicable to the services provided by The Retreat but due to insufficient patient numbers The Retreat did not participate in them
The three audits which are contained in the Prescribing Observatory for Mental Health (POMH-UK) framework were bull Prescribing for substance misuse Alcohol
detoxification bull Prescribing for bipolar disorder (use of
sodium valproate) bull Prescribing for ADHD in children adults and
adolescents
The results of 24 Local Clinical Audits were reviewed in 201415 and the organisation has taken action as a result of these findings to improve the quality of care and treatment it provides
ldquoThe Retreat does a fantastic job of
caring for all their patients rdquo
13 Local Clinical Audits Conducted Audit Key quality improvement actions
NICE Quality Standard 1 Dementia
bull Improve recording of Carersrsquo assessments being offered as part of the CPA documentation Nursing staff to record when such an assessment is offered and document evidence of liasion with our social work team Dissemination within the unit teams
bull Greater use of assessment tools to monitor improvement in a target symptom when behaviours challenge Psychology staff to investigate and implement an appropriate tool to capture this information
bull Greater use of cognitive tools to monitor changes in cognition when pharmacological methods are used to manage behaviours that challenge Psychology staff to investigate and implement an appropriate tool to capture this information
Bank Staff Record Keeping bull Bank staff (both RMNs and Support Workers) to ensure they follow correct guidelines on documentation ensuring they sign their entries on the Electronic Patient Record System (FACE)
bull Maintain the FACE training session in the new starters Induction Programme and continue with unit based training schedule
Recovery Plans and Record Keeping
bull Ensure that all patients have a clearly structured Recovery Plan in place that is reviewed and updated within agreed timeframes
bull Named Nurses to address the areas for improvement in their own documentation following each bi-monthly audit
bull Ensure that all patients have the opportunity to develop Advance Statements bull Ensure that repeat Risk Assessments and other relevant assessments are
completed within the agreed time frame of one month
NICE Clinical Guideline 136 Service User Experience In Adult Mental Health
bull Crisis Plans - for people who may be at risk of crisis a crisis plan should be developed by the patient and their care coordinator The crisis plan should include specified areas as per NICE guidance
bull Use of Advanced Statements to be increased Increase use of the Respect My Wishes document on those units showing a lack of uptake Re-audit use of Respect My Wishes documents to get a benchmark across the organisation
bull Recovery Plan to include social care and crisis plan This will ensure care planning supports effective collaboration with social care and other care providers during endings and transitions and includes details of how to access services in times of crisis
CPA Reports (10 day target) bull Implementation of a new electronic CPA recording system bull Unit Administrators standards awareness training
7 Audits carried out in 201415
Local Clinical Audits Conducted Audit Key quality improvement actions
Mental Capacity ActConsent To Treatment
bull Improved documentation of Consent to Treatment Advanced Decisions and Lasting Power of Attorney on the FACE EPR System Completion of Capacity Assessment Forms If a patient lacks capacity to consent to the care plan a Capacity Assessment should be recorded
bull Mental Capacity Act Training Ensure all staff have received training appropriate to their roles
Risk Profile Assessments bull Ensure Naomi unit staff are aware of need for Risk Profiles to be reviewed every three months as part of NHS England contract
Physical Healthcare bull Annual and physical examinations on admission are recorded on the agreed assessment sheet
bull Influenza vaccinations documentation Accessibility of a record of a discussion of administration of influenza vaccinations to patients Add to physical assessment sheet
bull GPs to record Retreat patientsrsquo consultation on FACE
Hand HygieneInfection Control bull Introduce new audit tool and process to be carried out across all units bull Unit based hand hygiene training carried out by Infection Control representatives
for all staff including use of an ultra violet machine bull Improve hospital wide signage for use of hand gels as best practice
Health of the Nation Outcome Scale (HoNOS)
bull Quarterly report for Patient Safety and Experience Group
Respect My Wishes bull Ensure all patients have a Repect My Wishes document bull Agree and implement a standard for review of Respect My Wishes
Subject Access Requests bull Remove from Risk Register bull Central Subject Access Requests Log to ensure requests are dealt with efficiently bull Amend Access To Health Records Policy to include Access to Health Records
(AHR) Application Forms Review current suitability of AHR forms as part of the Access to Health Records policy
T2T3 Forms (Mental Health Act) bull Only the current T2 form should be in the patientrsquos notes Issue guidance to unit clinical staff
bull Route of medication to be indicated on T3 forms
Nursing amp Midwifery Council bull Develop guidance on writing defensible patient records highlighting in particular Record Keeping Standards (Tuke the key areas of improvement noted Centre) bull Develop a checklist for clinicians to use based on the Audit tool
bull Purchase of an Electronic Patient Record System
14
2 Audits carried out in 201415
3 Audits carried out in 201415
ldquoEveryone I have met either therapist or admin staff have been extremely supportive efficient and welcomingrdquo
15
16 External Acceditation The Royal College of Psychiatrists Centre for Quality Improvement (CCQI) aims to raise the standard of care that people with emotional or mental health needs receive by helping providers users and commissioners of services assess and increase the quality of care they provide
Unitsrsquo continued accreditation
bull The Acorn Programme - Community of Communities
bull Naomi unit - Quality Network for Eating Disorders
bull Katherine Allen unit - In-patient Mental Health Services for Older People (AIMS-OP)
Looking forward during 201516 Hannah Mills Allis and Strensall units are working toward accreditation through The Royal College of Psychiatrists Enabling Environments Award
In October 2014 The Acorn Programme was awarded the 2014 Independent Healthcare Apex Specialist Provider of the Year award
ldquoTheyrsquore great Very professional Always seem to know what theyrsquore doing which makes me calmerrdquo
17 Participation in Clinical Research The number of patients receiving NHS funded treatments that were recruited during 201415 to participate in research approved by a Research Ethics Committee was zero
Four projects have been initiated and approved by The Retreat Virtual Research Group during this year across the range of our services
bull Talking about shame without talking about shame - a thematic analysis of interviews with carers of individuals with an Eating Disorder
bull What does The Retreat do Intersubjective workplace goals of The Retreat Strensall
bull Where is the emotion in dementia bull An evaluation of the use of The Retreat
labyrinth
A staff survey of all research-related activity generated a list of additional ongoing projectsshybull A long-term follow-up evaluation of the Acorn
Programme bull The impact of introducing Compassion
Focused Therapy into DBT (Dialectical Behaviour Therapy)
bull Integrated Care Pathways in an inpatient unit for women with eating disorders
bull Medical risk study of Naomi Pathways to Recovery
bull Focus group project on running psychotherapy groups in the older adult service
bull Development of the Dementia Card Sort assessment
bull What it means to recover service usersrsquo perspectives on recovery within an inpatient unit
bull Evaluating the service user experience of a Compassion Focused Therapy group
Research has been disseminated internally through The Retreatrsquos Clinical Development Group and externally via national conference and scientific journal publication
18 Commitment to Research as a Driver for Improving the Quality of Care and Patient Experience The Retreat has continued to develop research links with a number of Universities including the University of Nottingham Bangor University University of York York St John University University of Sheffield and the University of Leeds
There is current involvement with research networks within the Institute of Mental Health and the Centre for Social Futures (University of Nottingham) the College of Occupational Therapy the Research Centre for Occupation and Mental Health (York St John University) and the Physiotherapy with Eating Disorders network
Retreat staff members have had involvement in clinical training at Hull University University of Leeds University of York Leeds Metropolitan University and Hull York Medical School
Developing research-derived clinical innovation clinical outcomes and our training of others are to be key aspects of our organisational strategy for the coming years
The Retreatrsquos enquiring and collaborative stance together with a combination of quantitative and qualitative approaches help facilitate continued exploration of the key factors in mental health recovery Our aim is to maximise the contribution The Retreatrsquos services provide to this stage of an individualrsquos pathway
19 Use of the Commissioning for Quality and Improvement (CQUIN) payment framework A proportion of The Retreatrsquos income in 201415 was conditional on achieving quality improvement and innovation goals agreed between The Retreat and NHS England North of England Specialised Commissioning Team Yorkshire and Humber with whom we entered into a contract for the provision of Specialised Eating Disorder Services (Adult) through the Commissioning for Quality and Innovation payment framework
The Retreat was successful in achieving the CQUIN target for 201415
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 TBA
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 TBA
MH8 Outcome Measures 100 100 100 TBA
MH9 Optimising Resource Use in the Specialised Adult Eating Disorder Services
100 100 100 TBA
MH22 Quality Dashboard 100 100 100 TBA
ldquoPatients seem to be involved in all elements of their care packagerdquo
During 201415 The Retreat also entered into a contract with NHS Cumbria CCG for the provision of residential rehabilitation through the CQUIN framework
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 100
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 100
Capturing Patient Outcomes 100 100 100 100
Improved Effectiveness 100 100 100 100
ldquoI think the staff [at The Retreat] work extremely hard to help me with my recovery They are very
dedicated and hard working peoplerdquo
20
21 Statements from the Care Quality Commission The Retreat is required to register with the Care The Retreat has not been inspected by the CQC Quality Commission and its current registration during the 201415 period status is in respect of
The Care Quality Commission has not taken bull Assessment or medical treatment for persons enforcement action against The Retreat during
detained under the Mental Health Act 1983 201415 bull Diagnostic and screening procedures bull Treatment of disease disorder or injury
The Retreat York - 22 October 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use services
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with seven people who use the service People were very positive about the care and treatment they had received Comments included ldquoThey have really supported me here and now I am so much betterrdquo and ldquoStaff are lovely They listen to you Unlike some places Irsquove been beforerdquo We looked at the records and talked to the staff working in the hospital We confirmed that people were supported to give their consent to care and treatment People also told us they felt involved and included in decision making within the service We confirmed that care records were person centred and reflected individual choices in their rehabilitation We talked with the staff and they confirmed they felt well supported and confident in their role with good training and development plans in place We saw that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor complaints People who use the service told us that if they wanted to make a complaint they would know how to We saw that the hospital recorded all complaints and resolved them where they could to the complainantsrsquo satisfactionrdquo
Quote from CQC inspection report
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
07 ldquoThe staff almost always find time for you if you need it The staff are approachable and
kindrdquo
Priorities for improvement 201516
Having spent 201415 improving the governance systems and processes across the organisation the priorities for 201516 mark a year of consolidation and change for the organisation
The management and monitoring of risk will be further developed to incorporate strategic risks The investment we have made in developing outcome measures and supporting staff who wish to undertake research will be embedded
Change will be focused on developing links with the local community and seeking opportunities to work with partners The exciting Cafeacute+ initiative will incorporate both these aspirations
A new pilot nursing structure will be implemented in May 2015 and this offers great opportunity to not only develop the potential of nurses across The Retreat but also think about introducing new roles and ways of working across multi-disciplinary teams
Patient Safety
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Continue to further develop and embed robust risk management systems and processes across the organisation
The organisation needs to identify and manage all risks
Increase the scope of the Risk Register to include strategic risks
Increase the number of staff that can add risks to the Risk Register
The Risk Register will include strategic risks signed off by the Board
All clinical staff will have been trained in entering risks on the Risk Register and will be doing so as appropriate
Associate Director of Governance and Change
08
09 Clinical Effectiveness
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Develop and implement evidence based outcome measures to demonstrate the effectiveness of our interventions
Ensure we are able to demonstrate the positive impact of our interventions for patients
Drive ongoing improvement in clinical practice
Provide evidence to commissioners that our interventions are effective
The Research and Clinical Outcomes Strategy will be implemented across The Retreat
Outcomes will be reported on at six monthly intervals in a format that can be shared with commissioners
A robust approach to supporting research and developing meaningful outcome measures is embedded across The Retreat
Medical Director
ldquoHave been made very welcome and involved from day one - very impressed by the calm and efficient manner of
everyone that works thererdquo
Patient Experience
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Develop a new community recovery facility in partnership with local organisations
To create a sanctuary a place that offers respect safety and similar people to meet It will offer a range of activities that can promote recovery
Working in partnership we aim to develop the idea of establishing a cafeacute type safe space which allows service users and others to relax and socialise
Funding is identified to support the establishment of a safe space for service users and others to utilise
Tuke Centre Manager
ldquoNothing is too much trouble and support given to the families of their
patients is also very goodrdquo
10
11 Statement Relating to Quality of NHS Services Provided
Statement of Directorsrsquo responsibilities in respect of the Quality Account
The Directors are required under the Health Act 2009 National Health Service (Quality Accounts) Regulations 2010 and National Health Service (Quality Account) Amendment Regulation 2011 to prepare Quality Accounts for each financial year The Department of Health has issued guidance on the form and content of annual Quality Accounts (which incorporate the above legal requirements)
In preparing the Quality Account Directors are required to take steps to satisfy themselves that
bull The Quality Account presents a balanced picture of the organisationrsquos performance over the period covered
bull The performance information reported in the Quality Account is reliable and accurate
bull There are proper internal controls over the collection and reporting of the measures of performance included in the Quality Account and these controls are subject to review to confirm that they are working effectively in practice
bull The data underpinning the measures of performance reported in the Quality Account is robust and reliable conforms to specified data quality standards and prescribed definitions is subject to appropriate scrutiny and review and
bull The Quality Account has been prepared in accordance with Department of Health guidance
The Directors confirm to the best of their knowledge and belief they have complied with the above requirements in preparing the Quality Account
By order of the Board
David Peryer Chair of Directors 04062015
12 Review of Services
During 201415 The Retreat provided eight NHS services in three service areas
The Retreat has reviewed all the data available to them on the quality of care in eight of these services
The income generated by the NHS services reviewed in 201415 represents 100 of the total income generated from the provision of NHS services by The Retreat for 201415
Participation in Clinical Audits The Retreat undertakes an annual programme of Clinical Audit which is included within our overall three-year Clinical Audit Strategy We reviewed the list of National Clinical Audits and enquiries for inclusion in the Quality Account 201415 There are three National Clinical Audits applicable to the services provided by The Retreat but due to insufficient patient numbers The Retreat did not participate in them
The three audits which are contained in the Prescribing Observatory for Mental Health (POMH-UK) framework were bull Prescribing for substance misuse Alcohol
detoxification bull Prescribing for bipolar disorder (use of
sodium valproate) bull Prescribing for ADHD in children adults and
adolescents
The results of 24 Local Clinical Audits were reviewed in 201415 and the organisation has taken action as a result of these findings to improve the quality of care and treatment it provides
ldquoThe Retreat does a fantastic job of
caring for all their patients rdquo
13 Local Clinical Audits Conducted Audit Key quality improvement actions
NICE Quality Standard 1 Dementia
bull Improve recording of Carersrsquo assessments being offered as part of the CPA documentation Nursing staff to record when such an assessment is offered and document evidence of liasion with our social work team Dissemination within the unit teams
bull Greater use of assessment tools to monitor improvement in a target symptom when behaviours challenge Psychology staff to investigate and implement an appropriate tool to capture this information
bull Greater use of cognitive tools to monitor changes in cognition when pharmacological methods are used to manage behaviours that challenge Psychology staff to investigate and implement an appropriate tool to capture this information
Bank Staff Record Keeping bull Bank staff (both RMNs and Support Workers) to ensure they follow correct guidelines on documentation ensuring they sign their entries on the Electronic Patient Record System (FACE)
bull Maintain the FACE training session in the new starters Induction Programme and continue with unit based training schedule
Recovery Plans and Record Keeping
bull Ensure that all patients have a clearly structured Recovery Plan in place that is reviewed and updated within agreed timeframes
bull Named Nurses to address the areas for improvement in their own documentation following each bi-monthly audit
bull Ensure that all patients have the opportunity to develop Advance Statements bull Ensure that repeat Risk Assessments and other relevant assessments are
completed within the agreed time frame of one month
NICE Clinical Guideline 136 Service User Experience In Adult Mental Health
bull Crisis Plans - for people who may be at risk of crisis a crisis plan should be developed by the patient and their care coordinator The crisis plan should include specified areas as per NICE guidance
bull Use of Advanced Statements to be increased Increase use of the Respect My Wishes document on those units showing a lack of uptake Re-audit use of Respect My Wishes documents to get a benchmark across the organisation
bull Recovery Plan to include social care and crisis plan This will ensure care planning supports effective collaboration with social care and other care providers during endings and transitions and includes details of how to access services in times of crisis
CPA Reports (10 day target) bull Implementation of a new electronic CPA recording system bull Unit Administrators standards awareness training
7 Audits carried out in 201415
Local Clinical Audits Conducted Audit Key quality improvement actions
Mental Capacity ActConsent To Treatment
bull Improved documentation of Consent to Treatment Advanced Decisions and Lasting Power of Attorney on the FACE EPR System Completion of Capacity Assessment Forms If a patient lacks capacity to consent to the care plan a Capacity Assessment should be recorded
bull Mental Capacity Act Training Ensure all staff have received training appropriate to their roles
Risk Profile Assessments bull Ensure Naomi unit staff are aware of need for Risk Profiles to be reviewed every three months as part of NHS England contract
Physical Healthcare bull Annual and physical examinations on admission are recorded on the agreed assessment sheet
bull Influenza vaccinations documentation Accessibility of a record of a discussion of administration of influenza vaccinations to patients Add to physical assessment sheet
bull GPs to record Retreat patientsrsquo consultation on FACE
Hand HygieneInfection Control bull Introduce new audit tool and process to be carried out across all units bull Unit based hand hygiene training carried out by Infection Control representatives
for all staff including use of an ultra violet machine bull Improve hospital wide signage for use of hand gels as best practice
Health of the Nation Outcome Scale (HoNOS)
bull Quarterly report for Patient Safety and Experience Group
Respect My Wishes bull Ensure all patients have a Repect My Wishes document bull Agree and implement a standard for review of Respect My Wishes
Subject Access Requests bull Remove from Risk Register bull Central Subject Access Requests Log to ensure requests are dealt with efficiently bull Amend Access To Health Records Policy to include Access to Health Records
(AHR) Application Forms Review current suitability of AHR forms as part of the Access to Health Records policy
T2T3 Forms (Mental Health Act) bull Only the current T2 form should be in the patientrsquos notes Issue guidance to unit clinical staff
bull Route of medication to be indicated on T3 forms
Nursing amp Midwifery Council bull Develop guidance on writing defensible patient records highlighting in particular Record Keeping Standards (Tuke the key areas of improvement noted Centre) bull Develop a checklist for clinicians to use based on the Audit tool
bull Purchase of an Electronic Patient Record System
14
2 Audits carried out in 201415
3 Audits carried out in 201415
ldquoEveryone I have met either therapist or admin staff have been extremely supportive efficient and welcomingrdquo
15
16 External Acceditation The Royal College of Psychiatrists Centre for Quality Improvement (CCQI) aims to raise the standard of care that people with emotional or mental health needs receive by helping providers users and commissioners of services assess and increase the quality of care they provide
Unitsrsquo continued accreditation
bull The Acorn Programme - Community of Communities
bull Naomi unit - Quality Network for Eating Disorders
bull Katherine Allen unit - In-patient Mental Health Services for Older People (AIMS-OP)
Looking forward during 201516 Hannah Mills Allis and Strensall units are working toward accreditation through The Royal College of Psychiatrists Enabling Environments Award
In October 2014 The Acorn Programme was awarded the 2014 Independent Healthcare Apex Specialist Provider of the Year award
ldquoTheyrsquore great Very professional Always seem to know what theyrsquore doing which makes me calmerrdquo
17 Participation in Clinical Research The number of patients receiving NHS funded treatments that were recruited during 201415 to participate in research approved by a Research Ethics Committee was zero
Four projects have been initiated and approved by The Retreat Virtual Research Group during this year across the range of our services
bull Talking about shame without talking about shame - a thematic analysis of interviews with carers of individuals with an Eating Disorder
bull What does The Retreat do Intersubjective workplace goals of The Retreat Strensall
bull Where is the emotion in dementia bull An evaluation of the use of The Retreat
labyrinth
A staff survey of all research-related activity generated a list of additional ongoing projectsshybull A long-term follow-up evaluation of the Acorn
Programme bull The impact of introducing Compassion
Focused Therapy into DBT (Dialectical Behaviour Therapy)
bull Integrated Care Pathways in an inpatient unit for women with eating disorders
bull Medical risk study of Naomi Pathways to Recovery
bull Focus group project on running psychotherapy groups in the older adult service
bull Development of the Dementia Card Sort assessment
bull What it means to recover service usersrsquo perspectives on recovery within an inpatient unit
bull Evaluating the service user experience of a Compassion Focused Therapy group
Research has been disseminated internally through The Retreatrsquos Clinical Development Group and externally via national conference and scientific journal publication
18 Commitment to Research as a Driver for Improving the Quality of Care and Patient Experience The Retreat has continued to develop research links with a number of Universities including the University of Nottingham Bangor University University of York York St John University University of Sheffield and the University of Leeds
There is current involvement with research networks within the Institute of Mental Health and the Centre for Social Futures (University of Nottingham) the College of Occupational Therapy the Research Centre for Occupation and Mental Health (York St John University) and the Physiotherapy with Eating Disorders network
Retreat staff members have had involvement in clinical training at Hull University University of Leeds University of York Leeds Metropolitan University and Hull York Medical School
Developing research-derived clinical innovation clinical outcomes and our training of others are to be key aspects of our organisational strategy for the coming years
The Retreatrsquos enquiring and collaborative stance together with a combination of quantitative and qualitative approaches help facilitate continued exploration of the key factors in mental health recovery Our aim is to maximise the contribution The Retreatrsquos services provide to this stage of an individualrsquos pathway
19 Use of the Commissioning for Quality and Improvement (CQUIN) payment framework A proportion of The Retreatrsquos income in 201415 was conditional on achieving quality improvement and innovation goals agreed between The Retreat and NHS England North of England Specialised Commissioning Team Yorkshire and Humber with whom we entered into a contract for the provision of Specialised Eating Disorder Services (Adult) through the Commissioning for Quality and Innovation payment framework
The Retreat was successful in achieving the CQUIN target for 201415
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 TBA
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 TBA
MH8 Outcome Measures 100 100 100 TBA
MH9 Optimising Resource Use in the Specialised Adult Eating Disorder Services
100 100 100 TBA
MH22 Quality Dashboard 100 100 100 TBA
ldquoPatients seem to be involved in all elements of their care packagerdquo
During 201415 The Retreat also entered into a contract with NHS Cumbria CCG for the provision of residential rehabilitation through the CQUIN framework
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 100
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 100
Capturing Patient Outcomes 100 100 100 100
Improved Effectiveness 100 100 100 100
ldquoI think the staff [at The Retreat] work extremely hard to help me with my recovery They are very
dedicated and hard working peoplerdquo
20
21 Statements from the Care Quality Commission The Retreat is required to register with the Care The Retreat has not been inspected by the CQC Quality Commission and its current registration during the 201415 period status is in respect of
The Care Quality Commission has not taken bull Assessment or medical treatment for persons enforcement action against The Retreat during
detained under the Mental Health Act 1983 201415 bull Diagnostic and screening procedures bull Treatment of disease disorder or injury
The Retreat York - 22 October 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use services
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with seven people who use the service People were very positive about the care and treatment they had received Comments included ldquoThey have really supported me here and now I am so much betterrdquo and ldquoStaff are lovely They listen to you Unlike some places Irsquove been beforerdquo We looked at the records and talked to the staff working in the hospital We confirmed that people were supported to give their consent to care and treatment People also told us they felt involved and included in decision making within the service We confirmed that care records were person centred and reflected individual choices in their rehabilitation We talked with the staff and they confirmed they felt well supported and confident in their role with good training and development plans in place We saw that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor complaints People who use the service told us that if they wanted to make a complaint they would know how to We saw that the hospital recorded all complaints and resolved them where they could to the complainantsrsquo satisfactionrdquo
Quote from CQC inspection report
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
Priorities for improvement 201516
Having spent 201415 improving the governance systems and processes across the organisation the priorities for 201516 mark a year of consolidation and change for the organisation
The management and monitoring of risk will be further developed to incorporate strategic risks The investment we have made in developing outcome measures and supporting staff who wish to undertake research will be embedded
Change will be focused on developing links with the local community and seeking opportunities to work with partners The exciting Cafeacute+ initiative will incorporate both these aspirations
A new pilot nursing structure will be implemented in May 2015 and this offers great opportunity to not only develop the potential of nurses across The Retreat but also think about introducing new roles and ways of working across multi-disciplinary teams
Patient Safety
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Continue to further develop and embed robust risk management systems and processes across the organisation
The organisation needs to identify and manage all risks
Increase the scope of the Risk Register to include strategic risks
Increase the number of staff that can add risks to the Risk Register
The Risk Register will include strategic risks signed off by the Board
All clinical staff will have been trained in entering risks on the Risk Register and will be doing so as appropriate
Associate Director of Governance and Change
08
09 Clinical Effectiveness
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Develop and implement evidence based outcome measures to demonstrate the effectiveness of our interventions
Ensure we are able to demonstrate the positive impact of our interventions for patients
Drive ongoing improvement in clinical practice
Provide evidence to commissioners that our interventions are effective
The Research and Clinical Outcomes Strategy will be implemented across The Retreat
Outcomes will be reported on at six monthly intervals in a format that can be shared with commissioners
A robust approach to supporting research and developing meaningful outcome measures is embedded across The Retreat
Medical Director
ldquoHave been made very welcome and involved from day one - very impressed by the calm and efficient manner of
everyone that works thererdquo
Patient Experience
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Develop a new community recovery facility in partnership with local organisations
To create a sanctuary a place that offers respect safety and similar people to meet It will offer a range of activities that can promote recovery
Working in partnership we aim to develop the idea of establishing a cafeacute type safe space which allows service users and others to relax and socialise
Funding is identified to support the establishment of a safe space for service users and others to utilise
Tuke Centre Manager
ldquoNothing is too much trouble and support given to the families of their
patients is also very goodrdquo
10
11 Statement Relating to Quality of NHS Services Provided
Statement of Directorsrsquo responsibilities in respect of the Quality Account
The Directors are required under the Health Act 2009 National Health Service (Quality Accounts) Regulations 2010 and National Health Service (Quality Account) Amendment Regulation 2011 to prepare Quality Accounts for each financial year The Department of Health has issued guidance on the form and content of annual Quality Accounts (which incorporate the above legal requirements)
In preparing the Quality Account Directors are required to take steps to satisfy themselves that
bull The Quality Account presents a balanced picture of the organisationrsquos performance over the period covered
bull The performance information reported in the Quality Account is reliable and accurate
bull There are proper internal controls over the collection and reporting of the measures of performance included in the Quality Account and these controls are subject to review to confirm that they are working effectively in practice
bull The data underpinning the measures of performance reported in the Quality Account is robust and reliable conforms to specified data quality standards and prescribed definitions is subject to appropriate scrutiny and review and
bull The Quality Account has been prepared in accordance with Department of Health guidance
The Directors confirm to the best of their knowledge and belief they have complied with the above requirements in preparing the Quality Account
By order of the Board
David Peryer Chair of Directors 04062015
12 Review of Services
During 201415 The Retreat provided eight NHS services in three service areas
The Retreat has reviewed all the data available to them on the quality of care in eight of these services
The income generated by the NHS services reviewed in 201415 represents 100 of the total income generated from the provision of NHS services by The Retreat for 201415
Participation in Clinical Audits The Retreat undertakes an annual programme of Clinical Audit which is included within our overall three-year Clinical Audit Strategy We reviewed the list of National Clinical Audits and enquiries for inclusion in the Quality Account 201415 There are three National Clinical Audits applicable to the services provided by The Retreat but due to insufficient patient numbers The Retreat did not participate in them
The three audits which are contained in the Prescribing Observatory for Mental Health (POMH-UK) framework were bull Prescribing for substance misuse Alcohol
detoxification bull Prescribing for bipolar disorder (use of
sodium valproate) bull Prescribing for ADHD in children adults and
adolescents
The results of 24 Local Clinical Audits were reviewed in 201415 and the organisation has taken action as a result of these findings to improve the quality of care and treatment it provides
ldquoThe Retreat does a fantastic job of
caring for all their patients rdquo
13 Local Clinical Audits Conducted Audit Key quality improvement actions
NICE Quality Standard 1 Dementia
bull Improve recording of Carersrsquo assessments being offered as part of the CPA documentation Nursing staff to record when such an assessment is offered and document evidence of liasion with our social work team Dissemination within the unit teams
bull Greater use of assessment tools to monitor improvement in a target symptom when behaviours challenge Psychology staff to investigate and implement an appropriate tool to capture this information
bull Greater use of cognitive tools to monitor changes in cognition when pharmacological methods are used to manage behaviours that challenge Psychology staff to investigate and implement an appropriate tool to capture this information
Bank Staff Record Keeping bull Bank staff (both RMNs and Support Workers) to ensure they follow correct guidelines on documentation ensuring they sign their entries on the Electronic Patient Record System (FACE)
bull Maintain the FACE training session in the new starters Induction Programme and continue with unit based training schedule
Recovery Plans and Record Keeping
bull Ensure that all patients have a clearly structured Recovery Plan in place that is reviewed and updated within agreed timeframes
bull Named Nurses to address the areas for improvement in their own documentation following each bi-monthly audit
bull Ensure that all patients have the opportunity to develop Advance Statements bull Ensure that repeat Risk Assessments and other relevant assessments are
completed within the agreed time frame of one month
NICE Clinical Guideline 136 Service User Experience In Adult Mental Health
bull Crisis Plans - for people who may be at risk of crisis a crisis plan should be developed by the patient and their care coordinator The crisis plan should include specified areas as per NICE guidance
bull Use of Advanced Statements to be increased Increase use of the Respect My Wishes document on those units showing a lack of uptake Re-audit use of Respect My Wishes documents to get a benchmark across the organisation
bull Recovery Plan to include social care and crisis plan This will ensure care planning supports effective collaboration with social care and other care providers during endings and transitions and includes details of how to access services in times of crisis
CPA Reports (10 day target) bull Implementation of a new electronic CPA recording system bull Unit Administrators standards awareness training
7 Audits carried out in 201415
Local Clinical Audits Conducted Audit Key quality improvement actions
Mental Capacity ActConsent To Treatment
bull Improved documentation of Consent to Treatment Advanced Decisions and Lasting Power of Attorney on the FACE EPR System Completion of Capacity Assessment Forms If a patient lacks capacity to consent to the care plan a Capacity Assessment should be recorded
bull Mental Capacity Act Training Ensure all staff have received training appropriate to their roles
Risk Profile Assessments bull Ensure Naomi unit staff are aware of need for Risk Profiles to be reviewed every three months as part of NHS England contract
Physical Healthcare bull Annual and physical examinations on admission are recorded on the agreed assessment sheet
bull Influenza vaccinations documentation Accessibility of a record of a discussion of administration of influenza vaccinations to patients Add to physical assessment sheet
bull GPs to record Retreat patientsrsquo consultation on FACE
Hand HygieneInfection Control bull Introduce new audit tool and process to be carried out across all units bull Unit based hand hygiene training carried out by Infection Control representatives
for all staff including use of an ultra violet machine bull Improve hospital wide signage for use of hand gels as best practice
Health of the Nation Outcome Scale (HoNOS)
bull Quarterly report for Patient Safety and Experience Group
Respect My Wishes bull Ensure all patients have a Repect My Wishes document bull Agree and implement a standard for review of Respect My Wishes
Subject Access Requests bull Remove from Risk Register bull Central Subject Access Requests Log to ensure requests are dealt with efficiently bull Amend Access To Health Records Policy to include Access to Health Records
(AHR) Application Forms Review current suitability of AHR forms as part of the Access to Health Records policy
T2T3 Forms (Mental Health Act) bull Only the current T2 form should be in the patientrsquos notes Issue guidance to unit clinical staff
bull Route of medication to be indicated on T3 forms
Nursing amp Midwifery Council bull Develop guidance on writing defensible patient records highlighting in particular Record Keeping Standards (Tuke the key areas of improvement noted Centre) bull Develop a checklist for clinicians to use based on the Audit tool
bull Purchase of an Electronic Patient Record System
14
2 Audits carried out in 201415
3 Audits carried out in 201415
ldquoEveryone I have met either therapist or admin staff have been extremely supportive efficient and welcomingrdquo
15
16 External Acceditation The Royal College of Psychiatrists Centre for Quality Improvement (CCQI) aims to raise the standard of care that people with emotional or mental health needs receive by helping providers users and commissioners of services assess and increase the quality of care they provide
Unitsrsquo continued accreditation
bull The Acorn Programme - Community of Communities
bull Naomi unit - Quality Network for Eating Disorders
bull Katherine Allen unit - In-patient Mental Health Services for Older People (AIMS-OP)
Looking forward during 201516 Hannah Mills Allis and Strensall units are working toward accreditation through The Royal College of Psychiatrists Enabling Environments Award
In October 2014 The Acorn Programme was awarded the 2014 Independent Healthcare Apex Specialist Provider of the Year award
ldquoTheyrsquore great Very professional Always seem to know what theyrsquore doing which makes me calmerrdquo
17 Participation in Clinical Research The number of patients receiving NHS funded treatments that were recruited during 201415 to participate in research approved by a Research Ethics Committee was zero
Four projects have been initiated and approved by The Retreat Virtual Research Group during this year across the range of our services
bull Talking about shame without talking about shame - a thematic analysis of interviews with carers of individuals with an Eating Disorder
bull What does The Retreat do Intersubjective workplace goals of The Retreat Strensall
bull Where is the emotion in dementia bull An evaluation of the use of The Retreat
labyrinth
A staff survey of all research-related activity generated a list of additional ongoing projectsshybull A long-term follow-up evaluation of the Acorn
Programme bull The impact of introducing Compassion
Focused Therapy into DBT (Dialectical Behaviour Therapy)
bull Integrated Care Pathways in an inpatient unit for women with eating disorders
bull Medical risk study of Naomi Pathways to Recovery
bull Focus group project on running psychotherapy groups in the older adult service
bull Development of the Dementia Card Sort assessment
bull What it means to recover service usersrsquo perspectives on recovery within an inpatient unit
bull Evaluating the service user experience of a Compassion Focused Therapy group
Research has been disseminated internally through The Retreatrsquos Clinical Development Group and externally via national conference and scientific journal publication
18 Commitment to Research as a Driver for Improving the Quality of Care and Patient Experience The Retreat has continued to develop research links with a number of Universities including the University of Nottingham Bangor University University of York York St John University University of Sheffield and the University of Leeds
There is current involvement with research networks within the Institute of Mental Health and the Centre for Social Futures (University of Nottingham) the College of Occupational Therapy the Research Centre for Occupation and Mental Health (York St John University) and the Physiotherapy with Eating Disorders network
Retreat staff members have had involvement in clinical training at Hull University University of Leeds University of York Leeds Metropolitan University and Hull York Medical School
Developing research-derived clinical innovation clinical outcomes and our training of others are to be key aspects of our organisational strategy for the coming years
The Retreatrsquos enquiring and collaborative stance together with a combination of quantitative and qualitative approaches help facilitate continued exploration of the key factors in mental health recovery Our aim is to maximise the contribution The Retreatrsquos services provide to this stage of an individualrsquos pathway
19 Use of the Commissioning for Quality and Improvement (CQUIN) payment framework A proportion of The Retreatrsquos income in 201415 was conditional on achieving quality improvement and innovation goals agreed between The Retreat and NHS England North of England Specialised Commissioning Team Yorkshire and Humber with whom we entered into a contract for the provision of Specialised Eating Disorder Services (Adult) through the Commissioning for Quality and Innovation payment framework
The Retreat was successful in achieving the CQUIN target for 201415
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 TBA
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 TBA
MH8 Outcome Measures 100 100 100 TBA
MH9 Optimising Resource Use in the Specialised Adult Eating Disorder Services
100 100 100 TBA
MH22 Quality Dashboard 100 100 100 TBA
ldquoPatients seem to be involved in all elements of their care packagerdquo
During 201415 The Retreat also entered into a contract with NHS Cumbria CCG for the provision of residential rehabilitation through the CQUIN framework
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 100
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 100
Capturing Patient Outcomes 100 100 100 100
Improved Effectiveness 100 100 100 100
ldquoI think the staff [at The Retreat] work extremely hard to help me with my recovery They are very
dedicated and hard working peoplerdquo
20
21 Statements from the Care Quality Commission The Retreat is required to register with the Care The Retreat has not been inspected by the CQC Quality Commission and its current registration during the 201415 period status is in respect of
The Care Quality Commission has not taken bull Assessment or medical treatment for persons enforcement action against The Retreat during
detained under the Mental Health Act 1983 201415 bull Diagnostic and screening procedures bull Treatment of disease disorder or injury
The Retreat York - 22 October 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use services
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with seven people who use the service People were very positive about the care and treatment they had received Comments included ldquoThey have really supported me here and now I am so much betterrdquo and ldquoStaff are lovely They listen to you Unlike some places Irsquove been beforerdquo We looked at the records and talked to the staff working in the hospital We confirmed that people were supported to give their consent to care and treatment People also told us they felt involved and included in decision making within the service We confirmed that care records were person centred and reflected individual choices in their rehabilitation We talked with the staff and they confirmed they felt well supported and confident in their role with good training and development plans in place We saw that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor complaints People who use the service told us that if they wanted to make a complaint they would know how to We saw that the hospital recorded all complaints and resolved them where they could to the complainantsrsquo satisfactionrdquo
Quote from CQC inspection report
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
09 Clinical Effectiveness
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Develop and implement evidence based outcome measures to demonstrate the effectiveness of our interventions
Ensure we are able to demonstrate the positive impact of our interventions for patients
Drive ongoing improvement in clinical practice
Provide evidence to commissioners that our interventions are effective
The Research and Clinical Outcomes Strategy will be implemented across The Retreat
Outcomes will be reported on at six monthly intervals in a format that can be shared with commissioners
A robust approach to supporting research and developing meaningful outcome measures is embedded across The Retreat
Medical Director
ldquoHave been made very welcome and involved from day one - very impressed by the calm and efficient manner of
everyone that works thererdquo
Patient Experience
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Develop a new community recovery facility in partnership with local organisations
To create a sanctuary a place that offers respect safety and similar people to meet It will offer a range of activities that can promote recovery
Working in partnership we aim to develop the idea of establishing a cafeacute type safe space which allows service users and others to relax and socialise
Funding is identified to support the establishment of a safe space for service users and others to utilise
Tuke Centre Manager
ldquoNothing is too much trouble and support given to the families of their
patients is also very goodrdquo
10
11 Statement Relating to Quality of NHS Services Provided
Statement of Directorsrsquo responsibilities in respect of the Quality Account
The Directors are required under the Health Act 2009 National Health Service (Quality Accounts) Regulations 2010 and National Health Service (Quality Account) Amendment Regulation 2011 to prepare Quality Accounts for each financial year The Department of Health has issued guidance on the form and content of annual Quality Accounts (which incorporate the above legal requirements)
In preparing the Quality Account Directors are required to take steps to satisfy themselves that
bull The Quality Account presents a balanced picture of the organisationrsquos performance over the period covered
bull The performance information reported in the Quality Account is reliable and accurate
bull There are proper internal controls over the collection and reporting of the measures of performance included in the Quality Account and these controls are subject to review to confirm that they are working effectively in practice
bull The data underpinning the measures of performance reported in the Quality Account is robust and reliable conforms to specified data quality standards and prescribed definitions is subject to appropriate scrutiny and review and
bull The Quality Account has been prepared in accordance with Department of Health guidance
The Directors confirm to the best of their knowledge and belief they have complied with the above requirements in preparing the Quality Account
By order of the Board
David Peryer Chair of Directors 04062015
12 Review of Services
During 201415 The Retreat provided eight NHS services in three service areas
The Retreat has reviewed all the data available to them on the quality of care in eight of these services
The income generated by the NHS services reviewed in 201415 represents 100 of the total income generated from the provision of NHS services by The Retreat for 201415
Participation in Clinical Audits The Retreat undertakes an annual programme of Clinical Audit which is included within our overall three-year Clinical Audit Strategy We reviewed the list of National Clinical Audits and enquiries for inclusion in the Quality Account 201415 There are three National Clinical Audits applicable to the services provided by The Retreat but due to insufficient patient numbers The Retreat did not participate in them
The three audits which are contained in the Prescribing Observatory for Mental Health (POMH-UK) framework were bull Prescribing for substance misuse Alcohol
detoxification bull Prescribing for bipolar disorder (use of
sodium valproate) bull Prescribing for ADHD in children adults and
adolescents
The results of 24 Local Clinical Audits were reviewed in 201415 and the organisation has taken action as a result of these findings to improve the quality of care and treatment it provides
ldquoThe Retreat does a fantastic job of
caring for all their patients rdquo
13 Local Clinical Audits Conducted Audit Key quality improvement actions
NICE Quality Standard 1 Dementia
bull Improve recording of Carersrsquo assessments being offered as part of the CPA documentation Nursing staff to record when such an assessment is offered and document evidence of liasion with our social work team Dissemination within the unit teams
bull Greater use of assessment tools to monitor improvement in a target symptom when behaviours challenge Psychology staff to investigate and implement an appropriate tool to capture this information
bull Greater use of cognitive tools to monitor changes in cognition when pharmacological methods are used to manage behaviours that challenge Psychology staff to investigate and implement an appropriate tool to capture this information
Bank Staff Record Keeping bull Bank staff (both RMNs and Support Workers) to ensure they follow correct guidelines on documentation ensuring they sign their entries on the Electronic Patient Record System (FACE)
bull Maintain the FACE training session in the new starters Induction Programme and continue with unit based training schedule
Recovery Plans and Record Keeping
bull Ensure that all patients have a clearly structured Recovery Plan in place that is reviewed and updated within agreed timeframes
bull Named Nurses to address the areas for improvement in their own documentation following each bi-monthly audit
bull Ensure that all patients have the opportunity to develop Advance Statements bull Ensure that repeat Risk Assessments and other relevant assessments are
completed within the agreed time frame of one month
NICE Clinical Guideline 136 Service User Experience In Adult Mental Health
bull Crisis Plans - for people who may be at risk of crisis a crisis plan should be developed by the patient and their care coordinator The crisis plan should include specified areas as per NICE guidance
bull Use of Advanced Statements to be increased Increase use of the Respect My Wishes document on those units showing a lack of uptake Re-audit use of Respect My Wishes documents to get a benchmark across the organisation
bull Recovery Plan to include social care and crisis plan This will ensure care planning supports effective collaboration with social care and other care providers during endings and transitions and includes details of how to access services in times of crisis
CPA Reports (10 day target) bull Implementation of a new electronic CPA recording system bull Unit Administrators standards awareness training
7 Audits carried out in 201415
Local Clinical Audits Conducted Audit Key quality improvement actions
Mental Capacity ActConsent To Treatment
bull Improved documentation of Consent to Treatment Advanced Decisions and Lasting Power of Attorney on the FACE EPR System Completion of Capacity Assessment Forms If a patient lacks capacity to consent to the care plan a Capacity Assessment should be recorded
bull Mental Capacity Act Training Ensure all staff have received training appropriate to their roles
Risk Profile Assessments bull Ensure Naomi unit staff are aware of need for Risk Profiles to be reviewed every three months as part of NHS England contract
Physical Healthcare bull Annual and physical examinations on admission are recorded on the agreed assessment sheet
bull Influenza vaccinations documentation Accessibility of a record of a discussion of administration of influenza vaccinations to patients Add to physical assessment sheet
bull GPs to record Retreat patientsrsquo consultation on FACE
Hand HygieneInfection Control bull Introduce new audit tool and process to be carried out across all units bull Unit based hand hygiene training carried out by Infection Control representatives
for all staff including use of an ultra violet machine bull Improve hospital wide signage for use of hand gels as best practice
Health of the Nation Outcome Scale (HoNOS)
bull Quarterly report for Patient Safety and Experience Group
Respect My Wishes bull Ensure all patients have a Repect My Wishes document bull Agree and implement a standard for review of Respect My Wishes
Subject Access Requests bull Remove from Risk Register bull Central Subject Access Requests Log to ensure requests are dealt with efficiently bull Amend Access To Health Records Policy to include Access to Health Records
(AHR) Application Forms Review current suitability of AHR forms as part of the Access to Health Records policy
T2T3 Forms (Mental Health Act) bull Only the current T2 form should be in the patientrsquos notes Issue guidance to unit clinical staff
bull Route of medication to be indicated on T3 forms
Nursing amp Midwifery Council bull Develop guidance on writing defensible patient records highlighting in particular Record Keeping Standards (Tuke the key areas of improvement noted Centre) bull Develop a checklist for clinicians to use based on the Audit tool
bull Purchase of an Electronic Patient Record System
14
2 Audits carried out in 201415
3 Audits carried out in 201415
ldquoEveryone I have met either therapist or admin staff have been extremely supportive efficient and welcomingrdquo
15
16 External Acceditation The Royal College of Psychiatrists Centre for Quality Improvement (CCQI) aims to raise the standard of care that people with emotional or mental health needs receive by helping providers users and commissioners of services assess and increase the quality of care they provide
Unitsrsquo continued accreditation
bull The Acorn Programme - Community of Communities
bull Naomi unit - Quality Network for Eating Disorders
bull Katherine Allen unit - In-patient Mental Health Services for Older People (AIMS-OP)
Looking forward during 201516 Hannah Mills Allis and Strensall units are working toward accreditation through The Royal College of Psychiatrists Enabling Environments Award
In October 2014 The Acorn Programme was awarded the 2014 Independent Healthcare Apex Specialist Provider of the Year award
ldquoTheyrsquore great Very professional Always seem to know what theyrsquore doing which makes me calmerrdquo
17 Participation in Clinical Research The number of patients receiving NHS funded treatments that were recruited during 201415 to participate in research approved by a Research Ethics Committee was zero
Four projects have been initiated and approved by The Retreat Virtual Research Group during this year across the range of our services
bull Talking about shame without talking about shame - a thematic analysis of interviews with carers of individuals with an Eating Disorder
bull What does The Retreat do Intersubjective workplace goals of The Retreat Strensall
bull Where is the emotion in dementia bull An evaluation of the use of The Retreat
labyrinth
A staff survey of all research-related activity generated a list of additional ongoing projectsshybull A long-term follow-up evaluation of the Acorn
Programme bull The impact of introducing Compassion
Focused Therapy into DBT (Dialectical Behaviour Therapy)
bull Integrated Care Pathways in an inpatient unit for women with eating disorders
bull Medical risk study of Naomi Pathways to Recovery
bull Focus group project on running psychotherapy groups in the older adult service
bull Development of the Dementia Card Sort assessment
bull What it means to recover service usersrsquo perspectives on recovery within an inpatient unit
bull Evaluating the service user experience of a Compassion Focused Therapy group
Research has been disseminated internally through The Retreatrsquos Clinical Development Group and externally via national conference and scientific journal publication
18 Commitment to Research as a Driver for Improving the Quality of Care and Patient Experience The Retreat has continued to develop research links with a number of Universities including the University of Nottingham Bangor University University of York York St John University University of Sheffield and the University of Leeds
There is current involvement with research networks within the Institute of Mental Health and the Centre for Social Futures (University of Nottingham) the College of Occupational Therapy the Research Centre for Occupation and Mental Health (York St John University) and the Physiotherapy with Eating Disorders network
Retreat staff members have had involvement in clinical training at Hull University University of Leeds University of York Leeds Metropolitan University and Hull York Medical School
Developing research-derived clinical innovation clinical outcomes and our training of others are to be key aspects of our organisational strategy for the coming years
The Retreatrsquos enquiring and collaborative stance together with a combination of quantitative and qualitative approaches help facilitate continued exploration of the key factors in mental health recovery Our aim is to maximise the contribution The Retreatrsquos services provide to this stage of an individualrsquos pathway
19 Use of the Commissioning for Quality and Improvement (CQUIN) payment framework A proportion of The Retreatrsquos income in 201415 was conditional on achieving quality improvement and innovation goals agreed between The Retreat and NHS England North of England Specialised Commissioning Team Yorkshire and Humber with whom we entered into a contract for the provision of Specialised Eating Disorder Services (Adult) through the Commissioning for Quality and Innovation payment framework
The Retreat was successful in achieving the CQUIN target for 201415
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 TBA
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 TBA
MH8 Outcome Measures 100 100 100 TBA
MH9 Optimising Resource Use in the Specialised Adult Eating Disorder Services
100 100 100 TBA
MH22 Quality Dashboard 100 100 100 TBA
ldquoPatients seem to be involved in all elements of their care packagerdquo
During 201415 The Retreat also entered into a contract with NHS Cumbria CCG for the provision of residential rehabilitation through the CQUIN framework
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 100
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 100
Capturing Patient Outcomes 100 100 100 100
Improved Effectiveness 100 100 100 100
ldquoI think the staff [at The Retreat] work extremely hard to help me with my recovery They are very
dedicated and hard working peoplerdquo
20
21 Statements from the Care Quality Commission The Retreat is required to register with the Care The Retreat has not been inspected by the CQC Quality Commission and its current registration during the 201415 period status is in respect of
The Care Quality Commission has not taken bull Assessment or medical treatment for persons enforcement action against The Retreat during
detained under the Mental Health Act 1983 201415 bull Diagnostic and screening procedures bull Treatment of disease disorder or injury
The Retreat York - 22 October 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use services
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with seven people who use the service People were very positive about the care and treatment they had received Comments included ldquoThey have really supported me here and now I am so much betterrdquo and ldquoStaff are lovely They listen to you Unlike some places Irsquove been beforerdquo We looked at the records and talked to the staff working in the hospital We confirmed that people were supported to give their consent to care and treatment People also told us they felt involved and included in decision making within the service We confirmed that care records were person centred and reflected individual choices in their rehabilitation We talked with the staff and they confirmed they felt well supported and confident in their role with good training and development plans in place We saw that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor complaints People who use the service told us that if they wanted to make a complaint they would know how to We saw that the hospital recorded all complaints and resolved them where they could to the complainantsrsquo satisfactionrdquo
Quote from CQC inspection report
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
Patient Experience
Objective Rationale 201516 Activities Indicators for success Lead monitoring
and reporting
Develop a new community recovery facility in partnership with local organisations
To create a sanctuary a place that offers respect safety and similar people to meet It will offer a range of activities that can promote recovery
Working in partnership we aim to develop the idea of establishing a cafeacute type safe space which allows service users and others to relax and socialise
Funding is identified to support the establishment of a safe space for service users and others to utilise
Tuke Centre Manager
ldquoNothing is too much trouble and support given to the families of their
patients is also very goodrdquo
10
11 Statement Relating to Quality of NHS Services Provided
Statement of Directorsrsquo responsibilities in respect of the Quality Account
The Directors are required under the Health Act 2009 National Health Service (Quality Accounts) Regulations 2010 and National Health Service (Quality Account) Amendment Regulation 2011 to prepare Quality Accounts for each financial year The Department of Health has issued guidance on the form and content of annual Quality Accounts (which incorporate the above legal requirements)
In preparing the Quality Account Directors are required to take steps to satisfy themselves that
bull The Quality Account presents a balanced picture of the organisationrsquos performance over the period covered
bull The performance information reported in the Quality Account is reliable and accurate
bull There are proper internal controls over the collection and reporting of the measures of performance included in the Quality Account and these controls are subject to review to confirm that they are working effectively in practice
bull The data underpinning the measures of performance reported in the Quality Account is robust and reliable conforms to specified data quality standards and prescribed definitions is subject to appropriate scrutiny and review and
bull The Quality Account has been prepared in accordance with Department of Health guidance
The Directors confirm to the best of their knowledge and belief they have complied with the above requirements in preparing the Quality Account
By order of the Board
David Peryer Chair of Directors 04062015
12 Review of Services
During 201415 The Retreat provided eight NHS services in three service areas
The Retreat has reviewed all the data available to them on the quality of care in eight of these services
The income generated by the NHS services reviewed in 201415 represents 100 of the total income generated from the provision of NHS services by The Retreat for 201415
Participation in Clinical Audits The Retreat undertakes an annual programme of Clinical Audit which is included within our overall three-year Clinical Audit Strategy We reviewed the list of National Clinical Audits and enquiries for inclusion in the Quality Account 201415 There are three National Clinical Audits applicable to the services provided by The Retreat but due to insufficient patient numbers The Retreat did not participate in them
The three audits which are contained in the Prescribing Observatory for Mental Health (POMH-UK) framework were bull Prescribing for substance misuse Alcohol
detoxification bull Prescribing for bipolar disorder (use of
sodium valproate) bull Prescribing for ADHD in children adults and
adolescents
The results of 24 Local Clinical Audits were reviewed in 201415 and the organisation has taken action as a result of these findings to improve the quality of care and treatment it provides
ldquoThe Retreat does a fantastic job of
caring for all their patients rdquo
13 Local Clinical Audits Conducted Audit Key quality improvement actions
NICE Quality Standard 1 Dementia
bull Improve recording of Carersrsquo assessments being offered as part of the CPA documentation Nursing staff to record when such an assessment is offered and document evidence of liasion with our social work team Dissemination within the unit teams
bull Greater use of assessment tools to monitor improvement in a target symptom when behaviours challenge Psychology staff to investigate and implement an appropriate tool to capture this information
bull Greater use of cognitive tools to monitor changes in cognition when pharmacological methods are used to manage behaviours that challenge Psychology staff to investigate and implement an appropriate tool to capture this information
Bank Staff Record Keeping bull Bank staff (both RMNs and Support Workers) to ensure they follow correct guidelines on documentation ensuring they sign their entries on the Electronic Patient Record System (FACE)
bull Maintain the FACE training session in the new starters Induction Programme and continue with unit based training schedule
Recovery Plans and Record Keeping
bull Ensure that all patients have a clearly structured Recovery Plan in place that is reviewed and updated within agreed timeframes
bull Named Nurses to address the areas for improvement in their own documentation following each bi-monthly audit
bull Ensure that all patients have the opportunity to develop Advance Statements bull Ensure that repeat Risk Assessments and other relevant assessments are
completed within the agreed time frame of one month
NICE Clinical Guideline 136 Service User Experience In Adult Mental Health
bull Crisis Plans - for people who may be at risk of crisis a crisis plan should be developed by the patient and their care coordinator The crisis plan should include specified areas as per NICE guidance
bull Use of Advanced Statements to be increased Increase use of the Respect My Wishes document on those units showing a lack of uptake Re-audit use of Respect My Wishes documents to get a benchmark across the organisation
bull Recovery Plan to include social care and crisis plan This will ensure care planning supports effective collaboration with social care and other care providers during endings and transitions and includes details of how to access services in times of crisis
CPA Reports (10 day target) bull Implementation of a new electronic CPA recording system bull Unit Administrators standards awareness training
7 Audits carried out in 201415
Local Clinical Audits Conducted Audit Key quality improvement actions
Mental Capacity ActConsent To Treatment
bull Improved documentation of Consent to Treatment Advanced Decisions and Lasting Power of Attorney on the FACE EPR System Completion of Capacity Assessment Forms If a patient lacks capacity to consent to the care plan a Capacity Assessment should be recorded
bull Mental Capacity Act Training Ensure all staff have received training appropriate to their roles
Risk Profile Assessments bull Ensure Naomi unit staff are aware of need for Risk Profiles to be reviewed every three months as part of NHS England contract
Physical Healthcare bull Annual and physical examinations on admission are recorded on the agreed assessment sheet
bull Influenza vaccinations documentation Accessibility of a record of a discussion of administration of influenza vaccinations to patients Add to physical assessment sheet
bull GPs to record Retreat patientsrsquo consultation on FACE
Hand HygieneInfection Control bull Introduce new audit tool and process to be carried out across all units bull Unit based hand hygiene training carried out by Infection Control representatives
for all staff including use of an ultra violet machine bull Improve hospital wide signage for use of hand gels as best practice
Health of the Nation Outcome Scale (HoNOS)
bull Quarterly report for Patient Safety and Experience Group
Respect My Wishes bull Ensure all patients have a Repect My Wishes document bull Agree and implement a standard for review of Respect My Wishes
Subject Access Requests bull Remove from Risk Register bull Central Subject Access Requests Log to ensure requests are dealt with efficiently bull Amend Access To Health Records Policy to include Access to Health Records
(AHR) Application Forms Review current suitability of AHR forms as part of the Access to Health Records policy
T2T3 Forms (Mental Health Act) bull Only the current T2 form should be in the patientrsquos notes Issue guidance to unit clinical staff
bull Route of medication to be indicated on T3 forms
Nursing amp Midwifery Council bull Develop guidance on writing defensible patient records highlighting in particular Record Keeping Standards (Tuke the key areas of improvement noted Centre) bull Develop a checklist for clinicians to use based on the Audit tool
bull Purchase of an Electronic Patient Record System
14
2 Audits carried out in 201415
3 Audits carried out in 201415
ldquoEveryone I have met either therapist or admin staff have been extremely supportive efficient and welcomingrdquo
15
16 External Acceditation The Royal College of Psychiatrists Centre for Quality Improvement (CCQI) aims to raise the standard of care that people with emotional or mental health needs receive by helping providers users and commissioners of services assess and increase the quality of care they provide
Unitsrsquo continued accreditation
bull The Acorn Programme - Community of Communities
bull Naomi unit - Quality Network for Eating Disorders
bull Katherine Allen unit - In-patient Mental Health Services for Older People (AIMS-OP)
Looking forward during 201516 Hannah Mills Allis and Strensall units are working toward accreditation through The Royal College of Psychiatrists Enabling Environments Award
In October 2014 The Acorn Programme was awarded the 2014 Independent Healthcare Apex Specialist Provider of the Year award
ldquoTheyrsquore great Very professional Always seem to know what theyrsquore doing which makes me calmerrdquo
17 Participation in Clinical Research The number of patients receiving NHS funded treatments that were recruited during 201415 to participate in research approved by a Research Ethics Committee was zero
Four projects have been initiated and approved by The Retreat Virtual Research Group during this year across the range of our services
bull Talking about shame without talking about shame - a thematic analysis of interviews with carers of individuals with an Eating Disorder
bull What does The Retreat do Intersubjective workplace goals of The Retreat Strensall
bull Where is the emotion in dementia bull An evaluation of the use of The Retreat
labyrinth
A staff survey of all research-related activity generated a list of additional ongoing projectsshybull A long-term follow-up evaluation of the Acorn
Programme bull The impact of introducing Compassion
Focused Therapy into DBT (Dialectical Behaviour Therapy)
bull Integrated Care Pathways in an inpatient unit for women with eating disorders
bull Medical risk study of Naomi Pathways to Recovery
bull Focus group project on running psychotherapy groups in the older adult service
bull Development of the Dementia Card Sort assessment
bull What it means to recover service usersrsquo perspectives on recovery within an inpatient unit
bull Evaluating the service user experience of a Compassion Focused Therapy group
Research has been disseminated internally through The Retreatrsquos Clinical Development Group and externally via national conference and scientific journal publication
18 Commitment to Research as a Driver for Improving the Quality of Care and Patient Experience The Retreat has continued to develop research links with a number of Universities including the University of Nottingham Bangor University University of York York St John University University of Sheffield and the University of Leeds
There is current involvement with research networks within the Institute of Mental Health and the Centre for Social Futures (University of Nottingham) the College of Occupational Therapy the Research Centre for Occupation and Mental Health (York St John University) and the Physiotherapy with Eating Disorders network
Retreat staff members have had involvement in clinical training at Hull University University of Leeds University of York Leeds Metropolitan University and Hull York Medical School
Developing research-derived clinical innovation clinical outcomes and our training of others are to be key aspects of our organisational strategy for the coming years
The Retreatrsquos enquiring and collaborative stance together with a combination of quantitative and qualitative approaches help facilitate continued exploration of the key factors in mental health recovery Our aim is to maximise the contribution The Retreatrsquos services provide to this stage of an individualrsquos pathway
19 Use of the Commissioning for Quality and Improvement (CQUIN) payment framework A proportion of The Retreatrsquos income in 201415 was conditional on achieving quality improvement and innovation goals agreed between The Retreat and NHS England North of England Specialised Commissioning Team Yorkshire and Humber with whom we entered into a contract for the provision of Specialised Eating Disorder Services (Adult) through the Commissioning for Quality and Innovation payment framework
The Retreat was successful in achieving the CQUIN target for 201415
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 TBA
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 TBA
MH8 Outcome Measures 100 100 100 TBA
MH9 Optimising Resource Use in the Specialised Adult Eating Disorder Services
100 100 100 TBA
MH22 Quality Dashboard 100 100 100 TBA
ldquoPatients seem to be involved in all elements of their care packagerdquo
During 201415 The Retreat also entered into a contract with NHS Cumbria CCG for the provision of residential rehabilitation through the CQUIN framework
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 100
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 100
Capturing Patient Outcomes 100 100 100 100
Improved Effectiveness 100 100 100 100
ldquoI think the staff [at The Retreat] work extremely hard to help me with my recovery They are very
dedicated and hard working peoplerdquo
20
21 Statements from the Care Quality Commission The Retreat is required to register with the Care The Retreat has not been inspected by the CQC Quality Commission and its current registration during the 201415 period status is in respect of
The Care Quality Commission has not taken bull Assessment or medical treatment for persons enforcement action against The Retreat during
detained under the Mental Health Act 1983 201415 bull Diagnostic and screening procedures bull Treatment of disease disorder or injury
The Retreat York - 22 October 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use services
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with seven people who use the service People were very positive about the care and treatment they had received Comments included ldquoThey have really supported me here and now I am so much betterrdquo and ldquoStaff are lovely They listen to you Unlike some places Irsquove been beforerdquo We looked at the records and talked to the staff working in the hospital We confirmed that people were supported to give their consent to care and treatment People also told us they felt involved and included in decision making within the service We confirmed that care records were person centred and reflected individual choices in their rehabilitation We talked with the staff and they confirmed they felt well supported and confident in their role with good training and development plans in place We saw that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor complaints People who use the service told us that if they wanted to make a complaint they would know how to We saw that the hospital recorded all complaints and resolved them where they could to the complainantsrsquo satisfactionrdquo
Quote from CQC inspection report
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
11 Statement Relating to Quality of NHS Services Provided
Statement of Directorsrsquo responsibilities in respect of the Quality Account
The Directors are required under the Health Act 2009 National Health Service (Quality Accounts) Regulations 2010 and National Health Service (Quality Account) Amendment Regulation 2011 to prepare Quality Accounts for each financial year The Department of Health has issued guidance on the form and content of annual Quality Accounts (which incorporate the above legal requirements)
In preparing the Quality Account Directors are required to take steps to satisfy themselves that
bull The Quality Account presents a balanced picture of the organisationrsquos performance over the period covered
bull The performance information reported in the Quality Account is reliable and accurate
bull There are proper internal controls over the collection and reporting of the measures of performance included in the Quality Account and these controls are subject to review to confirm that they are working effectively in practice
bull The data underpinning the measures of performance reported in the Quality Account is robust and reliable conforms to specified data quality standards and prescribed definitions is subject to appropriate scrutiny and review and
bull The Quality Account has been prepared in accordance with Department of Health guidance
The Directors confirm to the best of their knowledge and belief they have complied with the above requirements in preparing the Quality Account
By order of the Board
David Peryer Chair of Directors 04062015
12 Review of Services
During 201415 The Retreat provided eight NHS services in three service areas
The Retreat has reviewed all the data available to them on the quality of care in eight of these services
The income generated by the NHS services reviewed in 201415 represents 100 of the total income generated from the provision of NHS services by The Retreat for 201415
Participation in Clinical Audits The Retreat undertakes an annual programme of Clinical Audit which is included within our overall three-year Clinical Audit Strategy We reviewed the list of National Clinical Audits and enquiries for inclusion in the Quality Account 201415 There are three National Clinical Audits applicable to the services provided by The Retreat but due to insufficient patient numbers The Retreat did not participate in them
The three audits which are contained in the Prescribing Observatory for Mental Health (POMH-UK) framework were bull Prescribing for substance misuse Alcohol
detoxification bull Prescribing for bipolar disorder (use of
sodium valproate) bull Prescribing for ADHD in children adults and
adolescents
The results of 24 Local Clinical Audits were reviewed in 201415 and the organisation has taken action as a result of these findings to improve the quality of care and treatment it provides
ldquoThe Retreat does a fantastic job of
caring for all their patients rdquo
13 Local Clinical Audits Conducted Audit Key quality improvement actions
NICE Quality Standard 1 Dementia
bull Improve recording of Carersrsquo assessments being offered as part of the CPA documentation Nursing staff to record when such an assessment is offered and document evidence of liasion with our social work team Dissemination within the unit teams
bull Greater use of assessment tools to monitor improvement in a target symptom when behaviours challenge Psychology staff to investigate and implement an appropriate tool to capture this information
bull Greater use of cognitive tools to monitor changes in cognition when pharmacological methods are used to manage behaviours that challenge Psychology staff to investigate and implement an appropriate tool to capture this information
Bank Staff Record Keeping bull Bank staff (both RMNs and Support Workers) to ensure they follow correct guidelines on documentation ensuring they sign their entries on the Electronic Patient Record System (FACE)
bull Maintain the FACE training session in the new starters Induction Programme and continue with unit based training schedule
Recovery Plans and Record Keeping
bull Ensure that all patients have a clearly structured Recovery Plan in place that is reviewed and updated within agreed timeframes
bull Named Nurses to address the areas for improvement in their own documentation following each bi-monthly audit
bull Ensure that all patients have the opportunity to develop Advance Statements bull Ensure that repeat Risk Assessments and other relevant assessments are
completed within the agreed time frame of one month
NICE Clinical Guideline 136 Service User Experience In Adult Mental Health
bull Crisis Plans - for people who may be at risk of crisis a crisis plan should be developed by the patient and their care coordinator The crisis plan should include specified areas as per NICE guidance
bull Use of Advanced Statements to be increased Increase use of the Respect My Wishes document on those units showing a lack of uptake Re-audit use of Respect My Wishes documents to get a benchmark across the organisation
bull Recovery Plan to include social care and crisis plan This will ensure care planning supports effective collaboration with social care and other care providers during endings and transitions and includes details of how to access services in times of crisis
CPA Reports (10 day target) bull Implementation of a new electronic CPA recording system bull Unit Administrators standards awareness training
7 Audits carried out in 201415
Local Clinical Audits Conducted Audit Key quality improvement actions
Mental Capacity ActConsent To Treatment
bull Improved documentation of Consent to Treatment Advanced Decisions and Lasting Power of Attorney on the FACE EPR System Completion of Capacity Assessment Forms If a patient lacks capacity to consent to the care plan a Capacity Assessment should be recorded
bull Mental Capacity Act Training Ensure all staff have received training appropriate to their roles
Risk Profile Assessments bull Ensure Naomi unit staff are aware of need for Risk Profiles to be reviewed every three months as part of NHS England contract
Physical Healthcare bull Annual and physical examinations on admission are recorded on the agreed assessment sheet
bull Influenza vaccinations documentation Accessibility of a record of a discussion of administration of influenza vaccinations to patients Add to physical assessment sheet
bull GPs to record Retreat patientsrsquo consultation on FACE
Hand HygieneInfection Control bull Introduce new audit tool and process to be carried out across all units bull Unit based hand hygiene training carried out by Infection Control representatives
for all staff including use of an ultra violet machine bull Improve hospital wide signage for use of hand gels as best practice
Health of the Nation Outcome Scale (HoNOS)
bull Quarterly report for Patient Safety and Experience Group
Respect My Wishes bull Ensure all patients have a Repect My Wishes document bull Agree and implement a standard for review of Respect My Wishes
Subject Access Requests bull Remove from Risk Register bull Central Subject Access Requests Log to ensure requests are dealt with efficiently bull Amend Access To Health Records Policy to include Access to Health Records
(AHR) Application Forms Review current suitability of AHR forms as part of the Access to Health Records policy
T2T3 Forms (Mental Health Act) bull Only the current T2 form should be in the patientrsquos notes Issue guidance to unit clinical staff
bull Route of medication to be indicated on T3 forms
Nursing amp Midwifery Council bull Develop guidance on writing defensible patient records highlighting in particular Record Keeping Standards (Tuke the key areas of improvement noted Centre) bull Develop a checklist for clinicians to use based on the Audit tool
bull Purchase of an Electronic Patient Record System
14
2 Audits carried out in 201415
3 Audits carried out in 201415
ldquoEveryone I have met either therapist or admin staff have been extremely supportive efficient and welcomingrdquo
15
16 External Acceditation The Royal College of Psychiatrists Centre for Quality Improvement (CCQI) aims to raise the standard of care that people with emotional or mental health needs receive by helping providers users and commissioners of services assess and increase the quality of care they provide
Unitsrsquo continued accreditation
bull The Acorn Programme - Community of Communities
bull Naomi unit - Quality Network for Eating Disorders
bull Katherine Allen unit - In-patient Mental Health Services for Older People (AIMS-OP)
Looking forward during 201516 Hannah Mills Allis and Strensall units are working toward accreditation through The Royal College of Psychiatrists Enabling Environments Award
In October 2014 The Acorn Programme was awarded the 2014 Independent Healthcare Apex Specialist Provider of the Year award
ldquoTheyrsquore great Very professional Always seem to know what theyrsquore doing which makes me calmerrdquo
17 Participation in Clinical Research The number of patients receiving NHS funded treatments that were recruited during 201415 to participate in research approved by a Research Ethics Committee was zero
Four projects have been initiated and approved by The Retreat Virtual Research Group during this year across the range of our services
bull Talking about shame without talking about shame - a thematic analysis of interviews with carers of individuals with an Eating Disorder
bull What does The Retreat do Intersubjective workplace goals of The Retreat Strensall
bull Where is the emotion in dementia bull An evaluation of the use of The Retreat
labyrinth
A staff survey of all research-related activity generated a list of additional ongoing projectsshybull A long-term follow-up evaluation of the Acorn
Programme bull The impact of introducing Compassion
Focused Therapy into DBT (Dialectical Behaviour Therapy)
bull Integrated Care Pathways in an inpatient unit for women with eating disorders
bull Medical risk study of Naomi Pathways to Recovery
bull Focus group project on running psychotherapy groups in the older adult service
bull Development of the Dementia Card Sort assessment
bull What it means to recover service usersrsquo perspectives on recovery within an inpatient unit
bull Evaluating the service user experience of a Compassion Focused Therapy group
Research has been disseminated internally through The Retreatrsquos Clinical Development Group and externally via national conference and scientific journal publication
18 Commitment to Research as a Driver for Improving the Quality of Care and Patient Experience The Retreat has continued to develop research links with a number of Universities including the University of Nottingham Bangor University University of York York St John University University of Sheffield and the University of Leeds
There is current involvement with research networks within the Institute of Mental Health and the Centre for Social Futures (University of Nottingham) the College of Occupational Therapy the Research Centre for Occupation and Mental Health (York St John University) and the Physiotherapy with Eating Disorders network
Retreat staff members have had involvement in clinical training at Hull University University of Leeds University of York Leeds Metropolitan University and Hull York Medical School
Developing research-derived clinical innovation clinical outcomes and our training of others are to be key aspects of our organisational strategy for the coming years
The Retreatrsquos enquiring and collaborative stance together with a combination of quantitative and qualitative approaches help facilitate continued exploration of the key factors in mental health recovery Our aim is to maximise the contribution The Retreatrsquos services provide to this stage of an individualrsquos pathway
19 Use of the Commissioning for Quality and Improvement (CQUIN) payment framework A proportion of The Retreatrsquos income in 201415 was conditional on achieving quality improvement and innovation goals agreed between The Retreat and NHS England North of England Specialised Commissioning Team Yorkshire and Humber with whom we entered into a contract for the provision of Specialised Eating Disorder Services (Adult) through the Commissioning for Quality and Innovation payment framework
The Retreat was successful in achieving the CQUIN target for 201415
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 TBA
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 TBA
MH8 Outcome Measures 100 100 100 TBA
MH9 Optimising Resource Use in the Specialised Adult Eating Disorder Services
100 100 100 TBA
MH22 Quality Dashboard 100 100 100 TBA
ldquoPatients seem to be involved in all elements of their care packagerdquo
During 201415 The Retreat also entered into a contract with NHS Cumbria CCG for the provision of residential rehabilitation through the CQUIN framework
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 100
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 100
Capturing Patient Outcomes 100 100 100 100
Improved Effectiveness 100 100 100 100
ldquoI think the staff [at The Retreat] work extremely hard to help me with my recovery They are very
dedicated and hard working peoplerdquo
20
21 Statements from the Care Quality Commission The Retreat is required to register with the Care The Retreat has not been inspected by the CQC Quality Commission and its current registration during the 201415 period status is in respect of
The Care Quality Commission has not taken bull Assessment or medical treatment for persons enforcement action against The Retreat during
detained under the Mental Health Act 1983 201415 bull Diagnostic and screening procedures bull Treatment of disease disorder or injury
The Retreat York - 22 October 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use services
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with seven people who use the service People were very positive about the care and treatment they had received Comments included ldquoThey have really supported me here and now I am so much betterrdquo and ldquoStaff are lovely They listen to you Unlike some places Irsquove been beforerdquo We looked at the records and talked to the staff working in the hospital We confirmed that people were supported to give their consent to care and treatment People also told us they felt involved and included in decision making within the service We confirmed that care records were person centred and reflected individual choices in their rehabilitation We talked with the staff and they confirmed they felt well supported and confident in their role with good training and development plans in place We saw that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor complaints People who use the service told us that if they wanted to make a complaint they would know how to We saw that the hospital recorded all complaints and resolved them where they could to the complainantsrsquo satisfactionrdquo
Quote from CQC inspection report
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
12 Review of Services
During 201415 The Retreat provided eight NHS services in three service areas
The Retreat has reviewed all the data available to them on the quality of care in eight of these services
The income generated by the NHS services reviewed in 201415 represents 100 of the total income generated from the provision of NHS services by The Retreat for 201415
Participation in Clinical Audits The Retreat undertakes an annual programme of Clinical Audit which is included within our overall three-year Clinical Audit Strategy We reviewed the list of National Clinical Audits and enquiries for inclusion in the Quality Account 201415 There are three National Clinical Audits applicable to the services provided by The Retreat but due to insufficient patient numbers The Retreat did not participate in them
The three audits which are contained in the Prescribing Observatory for Mental Health (POMH-UK) framework were bull Prescribing for substance misuse Alcohol
detoxification bull Prescribing for bipolar disorder (use of
sodium valproate) bull Prescribing for ADHD in children adults and
adolescents
The results of 24 Local Clinical Audits were reviewed in 201415 and the organisation has taken action as a result of these findings to improve the quality of care and treatment it provides
ldquoThe Retreat does a fantastic job of
caring for all their patients rdquo
13 Local Clinical Audits Conducted Audit Key quality improvement actions
NICE Quality Standard 1 Dementia
bull Improve recording of Carersrsquo assessments being offered as part of the CPA documentation Nursing staff to record when such an assessment is offered and document evidence of liasion with our social work team Dissemination within the unit teams
bull Greater use of assessment tools to monitor improvement in a target symptom when behaviours challenge Psychology staff to investigate and implement an appropriate tool to capture this information
bull Greater use of cognitive tools to monitor changes in cognition when pharmacological methods are used to manage behaviours that challenge Psychology staff to investigate and implement an appropriate tool to capture this information
Bank Staff Record Keeping bull Bank staff (both RMNs and Support Workers) to ensure they follow correct guidelines on documentation ensuring they sign their entries on the Electronic Patient Record System (FACE)
bull Maintain the FACE training session in the new starters Induction Programme and continue with unit based training schedule
Recovery Plans and Record Keeping
bull Ensure that all patients have a clearly structured Recovery Plan in place that is reviewed and updated within agreed timeframes
bull Named Nurses to address the areas for improvement in their own documentation following each bi-monthly audit
bull Ensure that all patients have the opportunity to develop Advance Statements bull Ensure that repeat Risk Assessments and other relevant assessments are
completed within the agreed time frame of one month
NICE Clinical Guideline 136 Service User Experience In Adult Mental Health
bull Crisis Plans - for people who may be at risk of crisis a crisis plan should be developed by the patient and their care coordinator The crisis plan should include specified areas as per NICE guidance
bull Use of Advanced Statements to be increased Increase use of the Respect My Wishes document on those units showing a lack of uptake Re-audit use of Respect My Wishes documents to get a benchmark across the organisation
bull Recovery Plan to include social care and crisis plan This will ensure care planning supports effective collaboration with social care and other care providers during endings and transitions and includes details of how to access services in times of crisis
CPA Reports (10 day target) bull Implementation of a new electronic CPA recording system bull Unit Administrators standards awareness training
7 Audits carried out in 201415
Local Clinical Audits Conducted Audit Key quality improvement actions
Mental Capacity ActConsent To Treatment
bull Improved documentation of Consent to Treatment Advanced Decisions and Lasting Power of Attorney on the FACE EPR System Completion of Capacity Assessment Forms If a patient lacks capacity to consent to the care plan a Capacity Assessment should be recorded
bull Mental Capacity Act Training Ensure all staff have received training appropriate to their roles
Risk Profile Assessments bull Ensure Naomi unit staff are aware of need for Risk Profiles to be reviewed every three months as part of NHS England contract
Physical Healthcare bull Annual and physical examinations on admission are recorded on the agreed assessment sheet
bull Influenza vaccinations documentation Accessibility of a record of a discussion of administration of influenza vaccinations to patients Add to physical assessment sheet
bull GPs to record Retreat patientsrsquo consultation on FACE
Hand HygieneInfection Control bull Introduce new audit tool and process to be carried out across all units bull Unit based hand hygiene training carried out by Infection Control representatives
for all staff including use of an ultra violet machine bull Improve hospital wide signage for use of hand gels as best practice
Health of the Nation Outcome Scale (HoNOS)
bull Quarterly report for Patient Safety and Experience Group
Respect My Wishes bull Ensure all patients have a Repect My Wishes document bull Agree and implement a standard for review of Respect My Wishes
Subject Access Requests bull Remove from Risk Register bull Central Subject Access Requests Log to ensure requests are dealt with efficiently bull Amend Access To Health Records Policy to include Access to Health Records
(AHR) Application Forms Review current suitability of AHR forms as part of the Access to Health Records policy
T2T3 Forms (Mental Health Act) bull Only the current T2 form should be in the patientrsquos notes Issue guidance to unit clinical staff
bull Route of medication to be indicated on T3 forms
Nursing amp Midwifery Council bull Develop guidance on writing defensible patient records highlighting in particular Record Keeping Standards (Tuke the key areas of improvement noted Centre) bull Develop a checklist for clinicians to use based on the Audit tool
bull Purchase of an Electronic Patient Record System
14
2 Audits carried out in 201415
3 Audits carried out in 201415
ldquoEveryone I have met either therapist or admin staff have been extremely supportive efficient and welcomingrdquo
15
16 External Acceditation The Royal College of Psychiatrists Centre for Quality Improvement (CCQI) aims to raise the standard of care that people with emotional or mental health needs receive by helping providers users and commissioners of services assess and increase the quality of care they provide
Unitsrsquo continued accreditation
bull The Acorn Programme - Community of Communities
bull Naomi unit - Quality Network for Eating Disorders
bull Katherine Allen unit - In-patient Mental Health Services for Older People (AIMS-OP)
Looking forward during 201516 Hannah Mills Allis and Strensall units are working toward accreditation through The Royal College of Psychiatrists Enabling Environments Award
In October 2014 The Acorn Programme was awarded the 2014 Independent Healthcare Apex Specialist Provider of the Year award
ldquoTheyrsquore great Very professional Always seem to know what theyrsquore doing which makes me calmerrdquo
17 Participation in Clinical Research The number of patients receiving NHS funded treatments that were recruited during 201415 to participate in research approved by a Research Ethics Committee was zero
Four projects have been initiated and approved by The Retreat Virtual Research Group during this year across the range of our services
bull Talking about shame without talking about shame - a thematic analysis of interviews with carers of individuals with an Eating Disorder
bull What does The Retreat do Intersubjective workplace goals of The Retreat Strensall
bull Where is the emotion in dementia bull An evaluation of the use of The Retreat
labyrinth
A staff survey of all research-related activity generated a list of additional ongoing projectsshybull A long-term follow-up evaluation of the Acorn
Programme bull The impact of introducing Compassion
Focused Therapy into DBT (Dialectical Behaviour Therapy)
bull Integrated Care Pathways in an inpatient unit for women with eating disorders
bull Medical risk study of Naomi Pathways to Recovery
bull Focus group project on running psychotherapy groups in the older adult service
bull Development of the Dementia Card Sort assessment
bull What it means to recover service usersrsquo perspectives on recovery within an inpatient unit
bull Evaluating the service user experience of a Compassion Focused Therapy group
Research has been disseminated internally through The Retreatrsquos Clinical Development Group and externally via national conference and scientific journal publication
18 Commitment to Research as a Driver for Improving the Quality of Care and Patient Experience The Retreat has continued to develop research links with a number of Universities including the University of Nottingham Bangor University University of York York St John University University of Sheffield and the University of Leeds
There is current involvement with research networks within the Institute of Mental Health and the Centre for Social Futures (University of Nottingham) the College of Occupational Therapy the Research Centre for Occupation and Mental Health (York St John University) and the Physiotherapy with Eating Disorders network
Retreat staff members have had involvement in clinical training at Hull University University of Leeds University of York Leeds Metropolitan University and Hull York Medical School
Developing research-derived clinical innovation clinical outcomes and our training of others are to be key aspects of our organisational strategy for the coming years
The Retreatrsquos enquiring and collaborative stance together with a combination of quantitative and qualitative approaches help facilitate continued exploration of the key factors in mental health recovery Our aim is to maximise the contribution The Retreatrsquos services provide to this stage of an individualrsquos pathway
19 Use of the Commissioning for Quality and Improvement (CQUIN) payment framework A proportion of The Retreatrsquos income in 201415 was conditional on achieving quality improvement and innovation goals agreed between The Retreat and NHS England North of England Specialised Commissioning Team Yorkshire and Humber with whom we entered into a contract for the provision of Specialised Eating Disorder Services (Adult) through the Commissioning for Quality and Innovation payment framework
The Retreat was successful in achieving the CQUIN target for 201415
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 TBA
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 TBA
MH8 Outcome Measures 100 100 100 TBA
MH9 Optimising Resource Use in the Specialised Adult Eating Disorder Services
100 100 100 TBA
MH22 Quality Dashboard 100 100 100 TBA
ldquoPatients seem to be involved in all elements of their care packagerdquo
During 201415 The Retreat also entered into a contract with NHS Cumbria CCG for the provision of residential rehabilitation through the CQUIN framework
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 100
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 100
Capturing Patient Outcomes 100 100 100 100
Improved Effectiveness 100 100 100 100
ldquoI think the staff [at The Retreat] work extremely hard to help me with my recovery They are very
dedicated and hard working peoplerdquo
20
21 Statements from the Care Quality Commission The Retreat is required to register with the Care The Retreat has not been inspected by the CQC Quality Commission and its current registration during the 201415 period status is in respect of
The Care Quality Commission has not taken bull Assessment or medical treatment for persons enforcement action against The Retreat during
detained under the Mental Health Act 1983 201415 bull Diagnostic and screening procedures bull Treatment of disease disorder or injury
The Retreat York - 22 October 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use services
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with seven people who use the service People were very positive about the care and treatment they had received Comments included ldquoThey have really supported me here and now I am so much betterrdquo and ldquoStaff are lovely They listen to you Unlike some places Irsquove been beforerdquo We looked at the records and talked to the staff working in the hospital We confirmed that people were supported to give their consent to care and treatment People also told us they felt involved and included in decision making within the service We confirmed that care records were person centred and reflected individual choices in their rehabilitation We talked with the staff and they confirmed they felt well supported and confident in their role with good training and development plans in place We saw that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor complaints People who use the service told us that if they wanted to make a complaint they would know how to We saw that the hospital recorded all complaints and resolved them where they could to the complainantsrsquo satisfactionrdquo
Quote from CQC inspection report
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
13 Local Clinical Audits Conducted Audit Key quality improvement actions
NICE Quality Standard 1 Dementia
bull Improve recording of Carersrsquo assessments being offered as part of the CPA documentation Nursing staff to record when such an assessment is offered and document evidence of liasion with our social work team Dissemination within the unit teams
bull Greater use of assessment tools to monitor improvement in a target symptom when behaviours challenge Psychology staff to investigate and implement an appropriate tool to capture this information
bull Greater use of cognitive tools to monitor changes in cognition when pharmacological methods are used to manage behaviours that challenge Psychology staff to investigate and implement an appropriate tool to capture this information
Bank Staff Record Keeping bull Bank staff (both RMNs and Support Workers) to ensure they follow correct guidelines on documentation ensuring they sign their entries on the Electronic Patient Record System (FACE)
bull Maintain the FACE training session in the new starters Induction Programme and continue with unit based training schedule
Recovery Plans and Record Keeping
bull Ensure that all patients have a clearly structured Recovery Plan in place that is reviewed and updated within agreed timeframes
bull Named Nurses to address the areas for improvement in their own documentation following each bi-monthly audit
bull Ensure that all patients have the opportunity to develop Advance Statements bull Ensure that repeat Risk Assessments and other relevant assessments are
completed within the agreed time frame of one month
NICE Clinical Guideline 136 Service User Experience In Adult Mental Health
bull Crisis Plans - for people who may be at risk of crisis a crisis plan should be developed by the patient and their care coordinator The crisis plan should include specified areas as per NICE guidance
bull Use of Advanced Statements to be increased Increase use of the Respect My Wishes document on those units showing a lack of uptake Re-audit use of Respect My Wishes documents to get a benchmark across the organisation
bull Recovery Plan to include social care and crisis plan This will ensure care planning supports effective collaboration with social care and other care providers during endings and transitions and includes details of how to access services in times of crisis
CPA Reports (10 day target) bull Implementation of a new electronic CPA recording system bull Unit Administrators standards awareness training
7 Audits carried out in 201415
Local Clinical Audits Conducted Audit Key quality improvement actions
Mental Capacity ActConsent To Treatment
bull Improved documentation of Consent to Treatment Advanced Decisions and Lasting Power of Attorney on the FACE EPR System Completion of Capacity Assessment Forms If a patient lacks capacity to consent to the care plan a Capacity Assessment should be recorded
bull Mental Capacity Act Training Ensure all staff have received training appropriate to their roles
Risk Profile Assessments bull Ensure Naomi unit staff are aware of need for Risk Profiles to be reviewed every three months as part of NHS England contract
Physical Healthcare bull Annual and physical examinations on admission are recorded on the agreed assessment sheet
bull Influenza vaccinations documentation Accessibility of a record of a discussion of administration of influenza vaccinations to patients Add to physical assessment sheet
bull GPs to record Retreat patientsrsquo consultation on FACE
Hand HygieneInfection Control bull Introduce new audit tool and process to be carried out across all units bull Unit based hand hygiene training carried out by Infection Control representatives
for all staff including use of an ultra violet machine bull Improve hospital wide signage for use of hand gels as best practice
Health of the Nation Outcome Scale (HoNOS)
bull Quarterly report for Patient Safety and Experience Group
Respect My Wishes bull Ensure all patients have a Repect My Wishes document bull Agree and implement a standard for review of Respect My Wishes
Subject Access Requests bull Remove from Risk Register bull Central Subject Access Requests Log to ensure requests are dealt with efficiently bull Amend Access To Health Records Policy to include Access to Health Records
(AHR) Application Forms Review current suitability of AHR forms as part of the Access to Health Records policy
T2T3 Forms (Mental Health Act) bull Only the current T2 form should be in the patientrsquos notes Issue guidance to unit clinical staff
bull Route of medication to be indicated on T3 forms
Nursing amp Midwifery Council bull Develop guidance on writing defensible patient records highlighting in particular Record Keeping Standards (Tuke the key areas of improvement noted Centre) bull Develop a checklist for clinicians to use based on the Audit tool
bull Purchase of an Electronic Patient Record System
14
2 Audits carried out in 201415
3 Audits carried out in 201415
ldquoEveryone I have met either therapist or admin staff have been extremely supportive efficient and welcomingrdquo
15
16 External Acceditation The Royal College of Psychiatrists Centre for Quality Improvement (CCQI) aims to raise the standard of care that people with emotional or mental health needs receive by helping providers users and commissioners of services assess and increase the quality of care they provide
Unitsrsquo continued accreditation
bull The Acorn Programme - Community of Communities
bull Naomi unit - Quality Network for Eating Disorders
bull Katherine Allen unit - In-patient Mental Health Services for Older People (AIMS-OP)
Looking forward during 201516 Hannah Mills Allis and Strensall units are working toward accreditation through The Royal College of Psychiatrists Enabling Environments Award
In October 2014 The Acorn Programme was awarded the 2014 Independent Healthcare Apex Specialist Provider of the Year award
ldquoTheyrsquore great Very professional Always seem to know what theyrsquore doing which makes me calmerrdquo
17 Participation in Clinical Research The number of patients receiving NHS funded treatments that were recruited during 201415 to participate in research approved by a Research Ethics Committee was zero
Four projects have been initiated and approved by The Retreat Virtual Research Group during this year across the range of our services
bull Talking about shame without talking about shame - a thematic analysis of interviews with carers of individuals with an Eating Disorder
bull What does The Retreat do Intersubjective workplace goals of The Retreat Strensall
bull Where is the emotion in dementia bull An evaluation of the use of The Retreat
labyrinth
A staff survey of all research-related activity generated a list of additional ongoing projectsshybull A long-term follow-up evaluation of the Acorn
Programme bull The impact of introducing Compassion
Focused Therapy into DBT (Dialectical Behaviour Therapy)
bull Integrated Care Pathways in an inpatient unit for women with eating disorders
bull Medical risk study of Naomi Pathways to Recovery
bull Focus group project on running psychotherapy groups in the older adult service
bull Development of the Dementia Card Sort assessment
bull What it means to recover service usersrsquo perspectives on recovery within an inpatient unit
bull Evaluating the service user experience of a Compassion Focused Therapy group
Research has been disseminated internally through The Retreatrsquos Clinical Development Group and externally via national conference and scientific journal publication
18 Commitment to Research as a Driver for Improving the Quality of Care and Patient Experience The Retreat has continued to develop research links with a number of Universities including the University of Nottingham Bangor University University of York York St John University University of Sheffield and the University of Leeds
There is current involvement with research networks within the Institute of Mental Health and the Centre for Social Futures (University of Nottingham) the College of Occupational Therapy the Research Centre for Occupation and Mental Health (York St John University) and the Physiotherapy with Eating Disorders network
Retreat staff members have had involvement in clinical training at Hull University University of Leeds University of York Leeds Metropolitan University and Hull York Medical School
Developing research-derived clinical innovation clinical outcomes and our training of others are to be key aspects of our organisational strategy for the coming years
The Retreatrsquos enquiring and collaborative stance together with a combination of quantitative and qualitative approaches help facilitate continued exploration of the key factors in mental health recovery Our aim is to maximise the contribution The Retreatrsquos services provide to this stage of an individualrsquos pathway
19 Use of the Commissioning for Quality and Improvement (CQUIN) payment framework A proportion of The Retreatrsquos income in 201415 was conditional on achieving quality improvement and innovation goals agreed between The Retreat and NHS England North of England Specialised Commissioning Team Yorkshire and Humber with whom we entered into a contract for the provision of Specialised Eating Disorder Services (Adult) through the Commissioning for Quality and Innovation payment framework
The Retreat was successful in achieving the CQUIN target for 201415
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 TBA
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 TBA
MH8 Outcome Measures 100 100 100 TBA
MH9 Optimising Resource Use in the Specialised Adult Eating Disorder Services
100 100 100 TBA
MH22 Quality Dashboard 100 100 100 TBA
ldquoPatients seem to be involved in all elements of their care packagerdquo
During 201415 The Retreat also entered into a contract with NHS Cumbria CCG for the provision of residential rehabilitation through the CQUIN framework
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 100
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 100
Capturing Patient Outcomes 100 100 100 100
Improved Effectiveness 100 100 100 100
ldquoI think the staff [at The Retreat] work extremely hard to help me with my recovery They are very
dedicated and hard working peoplerdquo
20
21 Statements from the Care Quality Commission The Retreat is required to register with the Care The Retreat has not been inspected by the CQC Quality Commission and its current registration during the 201415 period status is in respect of
The Care Quality Commission has not taken bull Assessment or medical treatment for persons enforcement action against The Retreat during
detained under the Mental Health Act 1983 201415 bull Diagnostic and screening procedures bull Treatment of disease disorder or injury
The Retreat York - 22 October 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use services
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with seven people who use the service People were very positive about the care and treatment they had received Comments included ldquoThey have really supported me here and now I am so much betterrdquo and ldquoStaff are lovely They listen to you Unlike some places Irsquove been beforerdquo We looked at the records and talked to the staff working in the hospital We confirmed that people were supported to give their consent to care and treatment People also told us they felt involved and included in decision making within the service We confirmed that care records were person centred and reflected individual choices in their rehabilitation We talked with the staff and they confirmed they felt well supported and confident in their role with good training and development plans in place We saw that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor complaints People who use the service told us that if they wanted to make a complaint they would know how to We saw that the hospital recorded all complaints and resolved them where they could to the complainantsrsquo satisfactionrdquo
Quote from CQC inspection report
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
Local Clinical Audits Conducted Audit Key quality improvement actions
Mental Capacity ActConsent To Treatment
bull Improved documentation of Consent to Treatment Advanced Decisions and Lasting Power of Attorney on the FACE EPR System Completion of Capacity Assessment Forms If a patient lacks capacity to consent to the care plan a Capacity Assessment should be recorded
bull Mental Capacity Act Training Ensure all staff have received training appropriate to their roles
Risk Profile Assessments bull Ensure Naomi unit staff are aware of need for Risk Profiles to be reviewed every three months as part of NHS England contract
Physical Healthcare bull Annual and physical examinations on admission are recorded on the agreed assessment sheet
bull Influenza vaccinations documentation Accessibility of a record of a discussion of administration of influenza vaccinations to patients Add to physical assessment sheet
bull GPs to record Retreat patientsrsquo consultation on FACE
Hand HygieneInfection Control bull Introduce new audit tool and process to be carried out across all units bull Unit based hand hygiene training carried out by Infection Control representatives
for all staff including use of an ultra violet machine bull Improve hospital wide signage for use of hand gels as best practice
Health of the Nation Outcome Scale (HoNOS)
bull Quarterly report for Patient Safety and Experience Group
Respect My Wishes bull Ensure all patients have a Repect My Wishes document bull Agree and implement a standard for review of Respect My Wishes
Subject Access Requests bull Remove from Risk Register bull Central Subject Access Requests Log to ensure requests are dealt with efficiently bull Amend Access To Health Records Policy to include Access to Health Records
(AHR) Application Forms Review current suitability of AHR forms as part of the Access to Health Records policy
T2T3 Forms (Mental Health Act) bull Only the current T2 form should be in the patientrsquos notes Issue guidance to unit clinical staff
bull Route of medication to be indicated on T3 forms
Nursing amp Midwifery Council bull Develop guidance on writing defensible patient records highlighting in particular Record Keeping Standards (Tuke the key areas of improvement noted Centre) bull Develop a checklist for clinicians to use based on the Audit tool
bull Purchase of an Electronic Patient Record System
14
2 Audits carried out in 201415
3 Audits carried out in 201415
ldquoEveryone I have met either therapist or admin staff have been extremely supportive efficient and welcomingrdquo
15
16 External Acceditation The Royal College of Psychiatrists Centre for Quality Improvement (CCQI) aims to raise the standard of care that people with emotional or mental health needs receive by helping providers users and commissioners of services assess and increase the quality of care they provide
Unitsrsquo continued accreditation
bull The Acorn Programme - Community of Communities
bull Naomi unit - Quality Network for Eating Disorders
bull Katherine Allen unit - In-patient Mental Health Services for Older People (AIMS-OP)
Looking forward during 201516 Hannah Mills Allis and Strensall units are working toward accreditation through The Royal College of Psychiatrists Enabling Environments Award
In October 2014 The Acorn Programme was awarded the 2014 Independent Healthcare Apex Specialist Provider of the Year award
ldquoTheyrsquore great Very professional Always seem to know what theyrsquore doing which makes me calmerrdquo
17 Participation in Clinical Research The number of patients receiving NHS funded treatments that were recruited during 201415 to participate in research approved by a Research Ethics Committee was zero
Four projects have been initiated and approved by The Retreat Virtual Research Group during this year across the range of our services
bull Talking about shame without talking about shame - a thematic analysis of interviews with carers of individuals with an Eating Disorder
bull What does The Retreat do Intersubjective workplace goals of The Retreat Strensall
bull Where is the emotion in dementia bull An evaluation of the use of The Retreat
labyrinth
A staff survey of all research-related activity generated a list of additional ongoing projectsshybull A long-term follow-up evaluation of the Acorn
Programme bull The impact of introducing Compassion
Focused Therapy into DBT (Dialectical Behaviour Therapy)
bull Integrated Care Pathways in an inpatient unit for women with eating disorders
bull Medical risk study of Naomi Pathways to Recovery
bull Focus group project on running psychotherapy groups in the older adult service
bull Development of the Dementia Card Sort assessment
bull What it means to recover service usersrsquo perspectives on recovery within an inpatient unit
bull Evaluating the service user experience of a Compassion Focused Therapy group
Research has been disseminated internally through The Retreatrsquos Clinical Development Group and externally via national conference and scientific journal publication
18 Commitment to Research as a Driver for Improving the Quality of Care and Patient Experience The Retreat has continued to develop research links with a number of Universities including the University of Nottingham Bangor University University of York York St John University University of Sheffield and the University of Leeds
There is current involvement with research networks within the Institute of Mental Health and the Centre for Social Futures (University of Nottingham) the College of Occupational Therapy the Research Centre for Occupation and Mental Health (York St John University) and the Physiotherapy with Eating Disorders network
Retreat staff members have had involvement in clinical training at Hull University University of Leeds University of York Leeds Metropolitan University and Hull York Medical School
Developing research-derived clinical innovation clinical outcomes and our training of others are to be key aspects of our organisational strategy for the coming years
The Retreatrsquos enquiring and collaborative stance together with a combination of quantitative and qualitative approaches help facilitate continued exploration of the key factors in mental health recovery Our aim is to maximise the contribution The Retreatrsquos services provide to this stage of an individualrsquos pathway
19 Use of the Commissioning for Quality and Improvement (CQUIN) payment framework A proportion of The Retreatrsquos income in 201415 was conditional on achieving quality improvement and innovation goals agreed between The Retreat and NHS England North of England Specialised Commissioning Team Yorkshire and Humber with whom we entered into a contract for the provision of Specialised Eating Disorder Services (Adult) through the Commissioning for Quality and Innovation payment framework
The Retreat was successful in achieving the CQUIN target for 201415
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 TBA
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 TBA
MH8 Outcome Measures 100 100 100 TBA
MH9 Optimising Resource Use in the Specialised Adult Eating Disorder Services
100 100 100 TBA
MH22 Quality Dashboard 100 100 100 TBA
ldquoPatients seem to be involved in all elements of their care packagerdquo
During 201415 The Retreat also entered into a contract with NHS Cumbria CCG for the provision of residential rehabilitation through the CQUIN framework
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 100
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 100
Capturing Patient Outcomes 100 100 100 100
Improved Effectiveness 100 100 100 100
ldquoI think the staff [at The Retreat] work extremely hard to help me with my recovery They are very
dedicated and hard working peoplerdquo
20
21 Statements from the Care Quality Commission The Retreat is required to register with the Care The Retreat has not been inspected by the CQC Quality Commission and its current registration during the 201415 period status is in respect of
The Care Quality Commission has not taken bull Assessment or medical treatment for persons enforcement action against The Retreat during
detained under the Mental Health Act 1983 201415 bull Diagnostic and screening procedures bull Treatment of disease disorder or injury
The Retreat York - 22 October 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use services
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with seven people who use the service People were very positive about the care and treatment they had received Comments included ldquoThey have really supported me here and now I am so much betterrdquo and ldquoStaff are lovely They listen to you Unlike some places Irsquove been beforerdquo We looked at the records and talked to the staff working in the hospital We confirmed that people were supported to give their consent to care and treatment People also told us they felt involved and included in decision making within the service We confirmed that care records were person centred and reflected individual choices in their rehabilitation We talked with the staff and they confirmed they felt well supported and confident in their role with good training and development plans in place We saw that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor complaints People who use the service told us that if they wanted to make a complaint they would know how to We saw that the hospital recorded all complaints and resolved them where they could to the complainantsrsquo satisfactionrdquo
Quote from CQC inspection report
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
ldquoEveryone I have met either therapist or admin staff have been extremely supportive efficient and welcomingrdquo
15
16 External Acceditation The Royal College of Psychiatrists Centre for Quality Improvement (CCQI) aims to raise the standard of care that people with emotional or mental health needs receive by helping providers users and commissioners of services assess and increase the quality of care they provide
Unitsrsquo continued accreditation
bull The Acorn Programme - Community of Communities
bull Naomi unit - Quality Network for Eating Disorders
bull Katherine Allen unit - In-patient Mental Health Services for Older People (AIMS-OP)
Looking forward during 201516 Hannah Mills Allis and Strensall units are working toward accreditation through The Royal College of Psychiatrists Enabling Environments Award
In October 2014 The Acorn Programme was awarded the 2014 Independent Healthcare Apex Specialist Provider of the Year award
ldquoTheyrsquore great Very professional Always seem to know what theyrsquore doing which makes me calmerrdquo
17 Participation in Clinical Research The number of patients receiving NHS funded treatments that were recruited during 201415 to participate in research approved by a Research Ethics Committee was zero
Four projects have been initiated and approved by The Retreat Virtual Research Group during this year across the range of our services
bull Talking about shame without talking about shame - a thematic analysis of interviews with carers of individuals with an Eating Disorder
bull What does The Retreat do Intersubjective workplace goals of The Retreat Strensall
bull Where is the emotion in dementia bull An evaluation of the use of The Retreat
labyrinth
A staff survey of all research-related activity generated a list of additional ongoing projectsshybull A long-term follow-up evaluation of the Acorn
Programme bull The impact of introducing Compassion
Focused Therapy into DBT (Dialectical Behaviour Therapy)
bull Integrated Care Pathways in an inpatient unit for women with eating disorders
bull Medical risk study of Naomi Pathways to Recovery
bull Focus group project on running psychotherapy groups in the older adult service
bull Development of the Dementia Card Sort assessment
bull What it means to recover service usersrsquo perspectives on recovery within an inpatient unit
bull Evaluating the service user experience of a Compassion Focused Therapy group
Research has been disseminated internally through The Retreatrsquos Clinical Development Group and externally via national conference and scientific journal publication
18 Commitment to Research as a Driver for Improving the Quality of Care and Patient Experience The Retreat has continued to develop research links with a number of Universities including the University of Nottingham Bangor University University of York York St John University University of Sheffield and the University of Leeds
There is current involvement with research networks within the Institute of Mental Health and the Centre for Social Futures (University of Nottingham) the College of Occupational Therapy the Research Centre for Occupation and Mental Health (York St John University) and the Physiotherapy with Eating Disorders network
Retreat staff members have had involvement in clinical training at Hull University University of Leeds University of York Leeds Metropolitan University and Hull York Medical School
Developing research-derived clinical innovation clinical outcomes and our training of others are to be key aspects of our organisational strategy for the coming years
The Retreatrsquos enquiring and collaborative stance together with a combination of quantitative and qualitative approaches help facilitate continued exploration of the key factors in mental health recovery Our aim is to maximise the contribution The Retreatrsquos services provide to this stage of an individualrsquos pathway
19 Use of the Commissioning for Quality and Improvement (CQUIN) payment framework A proportion of The Retreatrsquos income in 201415 was conditional on achieving quality improvement and innovation goals agreed between The Retreat and NHS England North of England Specialised Commissioning Team Yorkshire and Humber with whom we entered into a contract for the provision of Specialised Eating Disorder Services (Adult) through the Commissioning for Quality and Innovation payment framework
The Retreat was successful in achieving the CQUIN target for 201415
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 TBA
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 TBA
MH8 Outcome Measures 100 100 100 TBA
MH9 Optimising Resource Use in the Specialised Adult Eating Disorder Services
100 100 100 TBA
MH22 Quality Dashboard 100 100 100 TBA
ldquoPatients seem to be involved in all elements of their care packagerdquo
During 201415 The Retreat also entered into a contract with NHS Cumbria CCG for the provision of residential rehabilitation through the CQUIN framework
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 100
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 100
Capturing Patient Outcomes 100 100 100 100
Improved Effectiveness 100 100 100 100
ldquoI think the staff [at The Retreat] work extremely hard to help me with my recovery They are very
dedicated and hard working peoplerdquo
20
21 Statements from the Care Quality Commission The Retreat is required to register with the Care The Retreat has not been inspected by the CQC Quality Commission and its current registration during the 201415 period status is in respect of
The Care Quality Commission has not taken bull Assessment or medical treatment for persons enforcement action against The Retreat during
detained under the Mental Health Act 1983 201415 bull Diagnostic and screening procedures bull Treatment of disease disorder or injury
The Retreat York - 22 October 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use services
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with seven people who use the service People were very positive about the care and treatment they had received Comments included ldquoThey have really supported me here and now I am so much betterrdquo and ldquoStaff are lovely They listen to you Unlike some places Irsquove been beforerdquo We looked at the records and talked to the staff working in the hospital We confirmed that people were supported to give their consent to care and treatment People also told us they felt involved and included in decision making within the service We confirmed that care records were person centred and reflected individual choices in their rehabilitation We talked with the staff and they confirmed they felt well supported and confident in their role with good training and development plans in place We saw that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor complaints People who use the service told us that if they wanted to make a complaint they would know how to We saw that the hospital recorded all complaints and resolved them where they could to the complainantsrsquo satisfactionrdquo
Quote from CQC inspection report
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
16 External Acceditation The Royal College of Psychiatrists Centre for Quality Improvement (CCQI) aims to raise the standard of care that people with emotional or mental health needs receive by helping providers users and commissioners of services assess and increase the quality of care they provide
Unitsrsquo continued accreditation
bull The Acorn Programme - Community of Communities
bull Naomi unit - Quality Network for Eating Disorders
bull Katherine Allen unit - In-patient Mental Health Services for Older People (AIMS-OP)
Looking forward during 201516 Hannah Mills Allis and Strensall units are working toward accreditation through The Royal College of Psychiatrists Enabling Environments Award
In October 2014 The Acorn Programme was awarded the 2014 Independent Healthcare Apex Specialist Provider of the Year award
ldquoTheyrsquore great Very professional Always seem to know what theyrsquore doing which makes me calmerrdquo
17 Participation in Clinical Research The number of patients receiving NHS funded treatments that were recruited during 201415 to participate in research approved by a Research Ethics Committee was zero
Four projects have been initiated and approved by The Retreat Virtual Research Group during this year across the range of our services
bull Talking about shame without talking about shame - a thematic analysis of interviews with carers of individuals with an Eating Disorder
bull What does The Retreat do Intersubjective workplace goals of The Retreat Strensall
bull Where is the emotion in dementia bull An evaluation of the use of The Retreat
labyrinth
A staff survey of all research-related activity generated a list of additional ongoing projectsshybull A long-term follow-up evaluation of the Acorn
Programme bull The impact of introducing Compassion
Focused Therapy into DBT (Dialectical Behaviour Therapy)
bull Integrated Care Pathways in an inpatient unit for women with eating disorders
bull Medical risk study of Naomi Pathways to Recovery
bull Focus group project on running psychotherapy groups in the older adult service
bull Development of the Dementia Card Sort assessment
bull What it means to recover service usersrsquo perspectives on recovery within an inpatient unit
bull Evaluating the service user experience of a Compassion Focused Therapy group
Research has been disseminated internally through The Retreatrsquos Clinical Development Group and externally via national conference and scientific journal publication
18 Commitment to Research as a Driver for Improving the Quality of Care and Patient Experience The Retreat has continued to develop research links with a number of Universities including the University of Nottingham Bangor University University of York York St John University University of Sheffield and the University of Leeds
There is current involvement with research networks within the Institute of Mental Health and the Centre for Social Futures (University of Nottingham) the College of Occupational Therapy the Research Centre for Occupation and Mental Health (York St John University) and the Physiotherapy with Eating Disorders network
Retreat staff members have had involvement in clinical training at Hull University University of Leeds University of York Leeds Metropolitan University and Hull York Medical School
Developing research-derived clinical innovation clinical outcomes and our training of others are to be key aspects of our organisational strategy for the coming years
The Retreatrsquos enquiring and collaborative stance together with a combination of quantitative and qualitative approaches help facilitate continued exploration of the key factors in mental health recovery Our aim is to maximise the contribution The Retreatrsquos services provide to this stage of an individualrsquos pathway
19 Use of the Commissioning for Quality and Improvement (CQUIN) payment framework A proportion of The Retreatrsquos income in 201415 was conditional on achieving quality improvement and innovation goals agreed between The Retreat and NHS England North of England Specialised Commissioning Team Yorkshire and Humber with whom we entered into a contract for the provision of Specialised Eating Disorder Services (Adult) through the Commissioning for Quality and Innovation payment framework
The Retreat was successful in achieving the CQUIN target for 201415
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 TBA
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 TBA
MH8 Outcome Measures 100 100 100 TBA
MH9 Optimising Resource Use in the Specialised Adult Eating Disorder Services
100 100 100 TBA
MH22 Quality Dashboard 100 100 100 TBA
ldquoPatients seem to be involved in all elements of their care packagerdquo
During 201415 The Retreat also entered into a contract with NHS Cumbria CCG for the provision of residential rehabilitation through the CQUIN framework
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 100
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 100
Capturing Patient Outcomes 100 100 100 100
Improved Effectiveness 100 100 100 100
ldquoI think the staff [at The Retreat] work extremely hard to help me with my recovery They are very
dedicated and hard working peoplerdquo
20
21 Statements from the Care Quality Commission The Retreat is required to register with the Care The Retreat has not been inspected by the CQC Quality Commission and its current registration during the 201415 period status is in respect of
The Care Quality Commission has not taken bull Assessment or medical treatment for persons enforcement action against The Retreat during
detained under the Mental Health Act 1983 201415 bull Diagnostic and screening procedures bull Treatment of disease disorder or injury
The Retreat York - 22 October 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use services
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with seven people who use the service People were very positive about the care and treatment they had received Comments included ldquoThey have really supported me here and now I am so much betterrdquo and ldquoStaff are lovely They listen to you Unlike some places Irsquove been beforerdquo We looked at the records and talked to the staff working in the hospital We confirmed that people were supported to give their consent to care and treatment People also told us they felt involved and included in decision making within the service We confirmed that care records were person centred and reflected individual choices in their rehabilitation We talked with the staff and they confirmed they felt well supported and confident in their role with good training and development plans in place We saw that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor complaints People who use the service told us that if they wanted to make a complaint they would know how to We saw that the hospital recorded all complaints and resolved them where they could to the complainantsrsquo satisfactionrdquo
Quote from CQC inspection report
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
17 Participation in Clinical Research The number of patients receiving NHS funded treatments that were recruited during 201415 to participate in research approved by a Research Ethics Committee was zero
Four projects have been initiated and approved by The Retreat Virtual Research Group during this year across the range of our services
bull Talking about shame without talking about shame - a thematic analysis of interviews with carers of individuals with an Eating Disorder
bull What does The Retreat do Intersubjective workplace goals of The Retreat Strensall
bull Where is the emotion in dementia bull An evaluation of the use of The Retreat
labyrinth
A staff survey of all research-related activity generated a list of additional ongoing projectsshybull A long-term follow-up evaluation of the Acorn
Programme bull The impact of introducing Compassion
Focused Therapy into DBT (Dialectical Behaviour Therapy)
bull Integrated Care Pathways in an inpatient unit for women with eating disorders
bull Medical risk study of Naomi Pathways to Recovery
bull Focus group project on running psychotherapy groups in the older adult service
bull Development of the Dementia Card Sort assessment
bull What it means to recover service usersrsquo perspectives on recovery within an inpatient unit
bull Evaluating the service user experience of a Compassion Focused Therapy group
Research has been disseminated internally through The Retreatrsquos Clinical Development Group and externally via national conference and scientific journal publication
18 Commitment to Research as a Driver for Improving the Quality of Care and Patient Experience The Retreat has continued to develop research links with a number of Universities including the University of Nottingham Bangor University University of York York St John University University of Sheffield and the University of Leeds
There is current involvement with research networks within the Institute of Mental Health and the Centre for Social Futures (University of Nottingham) the College of Occupational Therapy the Research Centre for Occupation and Mental Health (York St John University) and the Physiotherapy with Eating Disorders network
Retreat staff members have had involvement in clinical training at Hull University University of Leeds University of York Leeds Metropolitan University and Hull York Medical School
Developing research-derived clinical innovation clinical outcomes and our training of others are to be key aspects of our organisational strategy for the coming years
The Retreatrsquos enquiring and collaborative stance together with a combination of quantitative and qualitative approaches help facilitate continued exploration of the key factors in mental health recovery Our aim is to maximise the contribution The Retreatrsquos services provide to this stage of an individualrsquos pathway
19 Use of the Commissioning for Quality and Improvement (CQUIN) payment framework A proportion of The Retreatrsquos income in 201415 was conditional on achieving quality improvement and innovation goals agreed between The Retreat and NHS England North of England Specialised Commissioning Team Yorkshire and Humber with whom we entered into a contract for the provision of Specialised Eating Disorder Services (Adult) through the Commissioning for Quality and Innovation payment framework
The Retreat was successful in achieving the CQUIN target for 201415
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 TBA
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 TBA
MH8 Outcome Measures 100 100 100 TBA
MH9 Optimising Resource Use in the Specialised Adult Eating Disorder Services
100 100 100 TBA
MH22 Quality Dashboard 100 100 100 TBA
ldquoPatients seem to be involved in all elements of their care packagerdquo
During 201415 The Retreat also entered into a contract with NHS Cumbria CCG for the provision of residential rehabilitation through the CQUIN framework
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 100
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 100
Capturing Patient Outcomes 100 100 100 100
Improved Effectiveness 100 100 100 100
ldquoI think the staff [at The Retreat] work extremely hard to help me with my recovery They are very
dedicated and hard working peoplerdquo
20
21 Statements from the Care Quality Commission The Retreat is required to register with the Care The Retreat has not been inspected by the CQC Quality Commission and its current registration during the 201415 period status is in respect of
The Care Quality Commission has not taken bull Assessment or medical treatment for persons enforcement action against The Retreat during
detained under the Mental Health Act 1983 201415 bull Diagnostic and screening procedures bull Treatment of disease disorder or injury
The Retreat York - 22 October 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use services
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with seven people who use the service People were very positive about the care and treatment they had received Comments included ldquoThey have really supported me here and now I am so much betterrdquo and ldquoStaff are lovely They listen to you Unlike some places Irsquove been beforerdquo We looked at the records and talked to the staff working in the hospital We confirmed that people were supported to give their consent to care and treatment People also told us they felt involved and included in decision making within the service We confirmed that care records were person centred and reflected individual choices in their rehabilitation We talked with the staff and they confirmed they felt well supported and confident in their role with good training and development plans in place We saw that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor complaints People who use the service told us that if they wanted to make a complaint they would know how to We saw that the hospital recorded all complaints and resolved them where they could to the complainantsrsquo satisfactionrdquo
Quote from CQC inspection report
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
18 Commitment to Research as a Driver for Improving the Quality of Care and Patient Experience The Retreat has continued to develop research links with a number of Universities including the University of Nottingham Bangor University University of York York St John University University of Sheffield and the University of Leeds
There is current involvement with research networks within the Institute of Mental Health and the Centre for Social Futures (University of Nottingham) the College of Occupational Therapy the Research Centre for Occupation and Mental Health (York St John University) and the Physiotherapy with Eating Disorders network
Retreat staff members have had involvement in clinical training at Hull University University of Leeds University of York Leeds Metropolitan University and Hull York Medical School
Developing research-derived clinical innovation clinical outcomes and our training of others are to be key aspects of our organisational strategy for the coming years
The Retreatrsquos enquiring and collaborative stance together with a combination of quantitative and qualitative approaches help facilitate continued exploration of the key factors in mental health recovery Our aim is to maximise the contribution The Retreatrsquos services provide to this stage of an individualrsquos pathway
19 Use of the Commissioning for Quality and Improvement (CQUIN) payment framework A proportion of The Retreatrsquos income in 201415 was conditional on achieving quality improvement and innovation goals agreed between The Retreat and NHS England North of England Specialised Commissioning Team Yorkshire and Humber with whom we entered into a contract for the provision of Specialised Eating Disorder Services (Adult) through the Commissioning for Quality and Innovation payment framework
The Retreat was successful in achieving the CQUIN target for 201415
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 TBA
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 TBA
MH8 Outcome Measures 100 100 100 TBA
MH9 Optimising Resource Use in the Specialised Adult Eating Disorder Services
100 100 100 TBA
MH22 Quality Dashboard 100 100 100 TBA
ldquoPatients seem to be involved in all elements of their care packagerdquo
During 201415 The Retreat also entered into a contract with NHS Cumbria CCG for the provision of residential rehabilitation through the CQUIN framework
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 100
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 100
Capturing Patient Outcomes 100 100 100 100
Improved Effectiveness 100 100 100 100
ldquoI think the staff [at The Retreat] work extremely hard to help me with my recovery They are very
dedicated and hard working peoplerdquo
20
21 Statements from the Care Quality Commission The Retreat is required to register with the Care The Retreat has not been inspected by the CQC Quality Commission and its current registration during the 201415 period status is in respect of
The Care Quality Commission has not taken bull Assessment or medical treatment for persons enforcement action against The Retreat during
detained under the Mental Health Act 1983 201415 bull Diagnostic and screening procedures bull Treatment of disease disorder or injury
The Retreat York - 22 October 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use services
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with seven people who use the service People were very positive about the care and treatment they had received Comments included ldquoThey have really supported me here and now I am so much betterrdquo and ldquoStaff are lovely They listen to you Unlike some places Irsquove been beforerdquo We looked at the records and talked to the staff working in the hospital We confirmed that people were supported to give their consent to care and treatment People also told us they felt involved and included in decision making within the service We confirmed that care records were person centred and reflected individual choices in their rehabilitation We talked with the staff and they confirmed they felt well supported and confident in their role with good training and development plans in place We saw that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor complaints People who use the service told us that if they wanted to make a complaint they would know how to We saw that the hospital recorded all complaints and resolved them where they could to the complainantsrsquo satisfactionrdquo
Quote from CQC inspection report
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
19 Use of the Commissioning for Quality and Improvement (CQUIN) payment framework A proportion of The Retreatrsquos income in 201415 was conditional on achieving quality improvement and innovation goals agreed between The Retreat and NHS England North of England Specialised Commissioning Team Yorkshire and Humber with whom we entered into a contract for the provision of Specialised Eating Disorder Services (Adult) through the Commissioning for Quality and Innovation payment framework
The Retreat was successful in achieving the CQUIN target for 201415
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 TBA
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 TBA
MH8 Outcome Measures 100 100 100 TBA
MH9 Optimising Resource Use in the Specialised Adult Eating Disorder Services
100 100 100 TBA
MH22 Quality Dashboard 100 100 100 TBA
ldquoPatients seem to be involved in all elements of their care packagerdquo
During 201415 The Retreat also entered into a contract with NHS Cumbria CCG for the provision of residential rehabilitation through the CQUIN framework
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 100
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 100
Capturing Patient Outcomes 100 100 100 100
Improved Effectiveness 100 100 100 100
ldquoI think the staff [at The Retreat] work extremely hard to help me with my recovery They are very
dedicated and hard working peoplerdquo
20
21 Statements from the Care Quality Commission The Retreat is required to register with the Care The Retreat has not been inspected by the CQC Quality Commission and its current registration during the 201415 period status is in respect of
The Care Quality Commission has not taken bull Assessment or medical treatment for persons enforcement action against The Retreat during
detained under the Mental Health Act 1983 201415 bull Diagnostic and screening procedures bull Treatment of disease disorder or injury
The Retreat York - 22 October 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use services
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with seven people who use the service People were very positive about the care and treatment they had received Comments included ldquoThey have really supported me here and now I am so much betterrdquo and ldquoStaff are lovely They listen to you Unlike some places Irsquove been beforerdquo We looked at the records and talked to the staff working in the hospital We confirmed that people were supported to give their consent to care and treatment People also told us they felt involved and included in decision making within the service We confirmed that care records were person centred and reflected individual choices in their rehabilitation We talked with the staff and they confirmed they felt well supported and confident in their role with good training and development plans in place We saw that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor complaints People who use the service told us that if they wanted to make a complaint they would know how to We saw that the hospital recorded all complaints and resolved them where they could to the complainantsrsquo satisfactionrdquo
Quote from CQC inspection report
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
During 201415 The Retreat also entered into a contract with NHS Cumbria CCG for the provision of residential rehabilitation through the CQUIN framework
CQUIN QTR1 QTR2 QTR3 QTR4
Friends and Family Test 100 100 100 100
Improving Physical Healthcare to Reduce Premature Mortality in People with Severe Mental Health Illness
100 100 100 100
Capturing Patient Outcomes 100 100 100 100
Improved Effectiveness 100 100 100 100
ldquoI think the staff [at The Retreat] work extremely hard to help me with my recovery They are very
dedicated and hard working peoplerdquo
20
21 Statements from the Care Quality Commission The Retreat is required to register with the Care The Retreat has not been inspected by the CQC Quality Commission and its current registration during the 201415 period status is in respect of
The Care Quality Commission has not taken bull Assessment or medical treatment for persons enforcement action against The Retreat during
detained under the Mental Health Act 1983 201415 bull Diagnostic and screening procedures bull Treatment of disease disorder or injury
The Retreat York - 22 October 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use services
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with seven people who use the service People were very positive about the care and treatment they had received Comments included ldquoThey have really supported me here and now I am so much betterrdquo and ldquoStaff are lovely They listen to you Unlike some places Irsquove been beforerdquo We looked at the records and talked to the staff working in the hospital We confirmed that people were supported to give their consent to care and treatment People also told us they felt involved and included in decision making within the service We confirmed that care records were person centred and reflected individual choices in their rehabilitation We talked with the staff and they confirmed they felt well supported and confident in their role with good training and development plans in place We saw that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor complaints People who use the service told us that if they wanted to make a complaint they would know how to We saw that the hospital recorded all complaints and resolved them where they could to the complainantsrsquo satisfactionrdquo
Quote from CQC inspection report
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
21 Statements from the Care Quality Commission The Retreat is required to register with the Care The Retreat has not been inspected by the CQC Quality Commission and its current registration during the 201415 period status is in respect of
The Care Quality Commission has not taken bull Assessment or medical treatment for persons enforcement action against The Retreat during
detained under the Mental Health Act 1983 201415 bull Diagnostic and screening procedures bull Treatment of disease disorder or injury
The Retreat York - 22 October 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use services
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with seven people who use the service People were very positive about the care and treatment they had received Comments included ldquoThey have really supported me here and now I am so much betterrdquo and ldquoStaff are lovely They listen to you Unlike some places Irsquove been beforerdquo We looked at the records and talked to the staff working in the hospital We confirmed that people were supported to give their consent to care and treatment People also told us they felt involved and included in decision making within the service We confirmed that care records were person centred and reflected individual choices in their rehabilitation We talked with the staff and they confirmed they felt well supported and confident in their role with good training and development plans in place We saw that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor complaints People who use the service told us that if they wanted to make a complaint they would know how to We saw that the hospital recorded all complaints and resolved them where they could to the complainantsrsquo satisfactionrdquo
Quote from CQC inspection report
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
22 The Retreat Strensall - 18 November 2013 Outcome Judgement
Outcome 2 (Regulation 18) Consent to care and treatment
Outcome 4 (Regulation 4) Care and welfare of people who use service
Outcome 9 (Regulation 13) Management of medicines
Outcome 14 (Regulation 23) Supporting workers
Outcome 17 (Regulation 19) Complaints
ldquoDuring our visit we had the opportunity to speak with several people who use the service People told us that they felt the staff were lsquohelpfulrsquo and lsquofriendlyrsquo and supported them to have a varied and inclusive life at Strensall Comments included ldquoThe staff are alright here they are really supportive and talk to yoursquorsquo We looked at the records and talked with some of the staff We confirmed that people were supported to give their consent to care and treatment People also told us they were offered copies of their care programme and felt involved and included in decision making within the service We confirmed that care records were person centred and that they included peoplersquos individual choices and aspirations We looked at the medication systems in the unit and confirmed that medication was stored administered and managed safely This was important to make sure peoplersquos health needs were safely met We talked with the staff and they confirmed they felt well supported and confident in their role They also said that there were good training and development plans in place We confirmed that there were good systems in place to listen to peoplersquos concerns and everyone was supported to access advocacy services and other help networks We also saw there were effective systems in place to monitor the quality of the service complaintsrdquo
Quote from CQC inspection report
ldquoI feel very privileged to have got a place on this program It has saved my
life in more ways than onerdquo
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
23 Information Governance and Data Quality Data Quality The Retreat did not submit records during 201415 to the Secondary Uses service for inclusion in the Hospital Episode Statistics which are included in the latest published data
Statement on relevance of Information Quality and actions to improve Information Quality The Department of Health (DoH) requires hospitals to ensure they hold accurate reliable and complete information Clear processes and procedures need to be in place to give assurance that information is of the highest quality
High quality information is important for the following reasons
bull It helps staff provide the best possible care and treatment on the basis of accurate and up-to-date information
bull It ensures efficient service delivery performance management and the planning of future services
In 201415 we have continued our work to improve the quality of information across the organisation The Information Governance Steering Group and the IT amp Systems Group are responsible for ensuring that the organisationrsquos data collection systems operate in line with the requirements of national standards such as the
Information Governance Toolkit and the Care Quality Commissionrsquos EssentialFundamental Standards In particular over the last year we have
bull Implemented a more robust Information Governance policy framework
bull Improved our Information Governance Information Technology Risk Register
bull Reviewed the effectiveness of our Electronic Patient Records System (FACE) and agreed to implement a new system in 201516 to improve the efficient management of information
bull Implemented a three year Clinical Audit Strategy and annual Clinical Audit Programme
bull Developed an electronic recording and monitoring system for dealing with Subject Access Requests
bull Implemented a new Clinical Audit Action Plan template giving a Risk Rating to all actions as well as recording the learning from each audit undertaken and associated outcomes
bull Developed the Ulysees Electronic Incident Reporting System to assist our internal performance reporting and the implementation of additional modules including one for Safeguarding Alerts
bull Developed a new Governance Performance Management reporting framework
bull Improved internal data recording systems in
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
24 order to more efficiently produce information to satisfy datasets as part of our NHS contractsrsquo compliance
This programme of work will continue into 201516 with a focus on raising the profile of information quality through staff awareness training and monitoring Our performance metrics will continue to be reported and monitored through the Governance Committee and its associated sub-groups and reporting to the Board of Directors
The Information Governance Toolkit The Information Governance (IG) Toolkit is an annual self-assessment audit that The Retreat is required to complete and submit to the Department of Health (DoH) via the Health and Social Care Information Centre (HSCIC) to ensure that the necessary safeguards are in place for managing patient and staff information
The levels of compliance against each of the 17 requirements range from Level 0 to Level 3 with Level 3 being the highest level of compliance and Level 2 being the minimum target level of compliance set by our NHS contracts
Initiatives included within the IG Toolkit
bull Information Governance Management bull Confidentiality and Data Protection
Assurance bull Information Security Assurance bull Clinical Information Assurance
In our 201415 self-assessment The Retreat maintained Level 2 compliance against each of the toolkit requirements This demonstrates to the people who use our services and our commissioners that The Retreat has robust controls in place to ensure the security of patient and staff information
In accordance with national guidance and recognised good practice Information Governance must be in place as part of mandatory training programmes to ensure that staff are appropriately trained The Retreat achieved its target of 100 in the training of staff whose role was identified as requiring them to complete the lsquoBeginners Guide to Information Governancersquo
As of May 2015 The Retreat has achieved 92 in the training of staff whose role was identified as requiring to complete the lsquoIntroduction to Information Governancersquo or lsquoInformation Governance - The Refresher Modulersquo This was below the 95 target set by the IG Toolkit As a result of this the organisation is addressing Information Governance training as a priority action to ensure this target is met
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
25 Clinical Coding Error The Retreat was not subject to the Payment by Results Clinical Coding Audit during 201415 by the Audit Commission
National Core Indicators of Quality The National Quality Board has recommended In the Staff Survey conducted in February 2015 a national core set of quality indicators be 84 of respondents were satisfied with the included in the Quality Account for 201415 quality of care given to patients This comparative information is intended to set performance in context and to explain whether that performance is strong or weak
Reporting against these indicators is not mandatory for independent providers with the exception of the staff element of the Friends 84and Family Test The Retreat considers it good practice to report against those that apply to the care and treatment we provide
ldquoStaff are excellent they go so out of their way to help anyone with anything
and never fail to help rdquo
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
Part Three Review of quality performance in 201415 27
Complaints and compliments report 32
Friends and Family Tests 35
Statements from local CCG and Healthwatch 39
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
27 Review of quality performance in 201415 This section provides a summary of the progress we have made towards achieving on our 201415 priorities
Patient Safety Objective Actions taken Outcome Achieved
Ensure the Conduct a review Discussions with external suppliers completed and organisation has IT of the underlying IT steps are being implemented systems which are network structure and fit for purpose and make any changes enable the which are efficiencies available necessary to ensure from IT systems to be the system is robust gained and fit for purpose
Implement wireless Wireless capability implemented throughout the capability across the buildings main site
Evaluate options for Work completed and decision take to trial a web a new EPRS and based version of our current system recommend a selected supplier to the Board
Implement new EPRS Expected to be implemented in early 201516
ldquoEveryone is always friendly and helpful when we visit or ring We are grateful for
the excellent care that Dad receivesrdquo
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
28 Patient Safety Objective Actions taken Outcome Achieved
Further develop and embed robust risk management systems and processes across the organisation
Conduct Board Development Days to further develop the Boardrsquos awareness and confidence in using the Board Assurance Framework (BAF)
Ensure the Risk Register is maintained in a timely and accurate manner
Ensure that Action Plans are developed and implemented in a timely manner
Extend the number of staff able to add risks to the Risk Register
Board Development Days have been conducted throughout the 201415 year They have addressed the management of risk and an awareness raising session about the new CQC regulatory system Further Development Days are planned in the coming year The BAF has been used throughout the year and revised to ensure it continues to be fit for purpose
The Risk Register is being used across the organisation and is routinely reviewed by the Risk Management Group
An integrated action plan was developed and used to plot progress against key workstreams
Training has taken place and continues to take place to ensure all clinical staff can add risks to the Risk Register
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
29 Patient Experience Objective Actions taken Outcome Achieved
Establish a Recovery College open to everybody in York
Launch a Recovery College with a curriculum of at least 12 different courses
Deliver courses to 45 students and have 60 satisfactorily completing their course
Monitor the improvements in students health and wellbeing and have 75 of students demonstrate improvements
The Recovery College was launched in April 2014 with 35 different courses available
The Recovery College welcomed 63 students onto its courses with 91 completing the course
The Recovery College had an outcomes framework in place However these outcome measures were not routinely collected and we therefore cannot demonstrate an improvement in students health and wellbeing
In December 2014 we took the decision to change our strategy for the future development of the Recovery College The decision was prompted by two key issues bull Uptake of courses was much lower than predicted bull Potential partners saw the Recovery College
as competition rather than an opportunity for collaboration
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
30 Patient Experience Objective Actions taken Outcome Achieved
Roll out the Family Implementation of and Friends Test staff FFT as per (FFT) across the guidance according organisation aiming to the national to achieve an 80 timetable response rate for all patients discharged Full delivery of FFT
across all services delivered as outlined in guidance
We will follow up with focus groups to understand the results we receive through The Retreat Involvement Forum
Clinical Effectiveness Objective Actions taken
Conduct and To support nurses to implement a review of become Independent the nursing workforce Prescribers
Expand the number of staff trained in phlebotomy and performing an ECG
Annual rolling programme for preshyregistration students to support unqualified staff to progress towards a professional nurse qualification
Staff FFT was implemented as per the national guidance
We have failed to meet this target The target is high and should be regarded as aspirational Our results reached an average return rate of 43 over the year
Feedback from action plans are reviewed through the bindashannual Involvement Forum
Outcome
Register of Independent Prescribers in place Two Nurses are currently on the register One nurse is in training and one has been accepted onto the next available course We also have a Pharmacist Prescriber
Phlebotomy ndash In addition to staff trained in previous years11 staff have completed training in 201415
Electrocardiogram (ECG) ndash Eight qualified and Support Workers are on this register We are awaiting training dates for 201516
Pre-registration Nurse Practitioner ndash Three accepted in 201415 Another Support Worker is awaiting interview for the 201516 programme
Achieved
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
31 Clinical Effectiveness Objective Actions taken Outcome Achieved
Ensure all patients have full access to physical healthcare assessments and screening programmes
Physical Healthcare Assessments All patients are offered a physical healthcare assessment on admission
This assessment is repeated as a standard dependent on length of stay
Personal Care Strategy In collaboration with the person individual strategies are developed and reviewed as part of the CPA process This will as appropriate indicate dental ophthalmic and podiatry needs
Smoking Cessation On admission each patient will be given bull A lsquosmoking
cessationrsquo pack and referral to a Smoking Cessation Advisor
bull Increase the number of Smoking Cessation Advisors
bull Enable and support staff to stop smoking
100 patients received a physical healthcare assessment after admission
69 of patients were offered an annual physical review
Assessment documents have been changed to include Podiatry Dental and Ophthalmic care as necessary
Three patients have successfully stopped smoking this year All Pharmacy Technicians are trained to provide Smoking Cessation Advice Four members of staff have successfully stopped smoking The hospital site became totally non-smoking for staff on 11 March 2015
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
Complaints Report The Retreat is carrying out ongoing work to make it easier to raise a complaint or concern As part of this work The Retreat has already added an online complaints comments and compliments form to its website
A total of 13 complaints were received during 201415
The table below shows the reasons for the complaints
Learning from the complaints
bull The communication process between staff and ex-patients has been changed to ensure that any correspondence is sent to current addresses and that ex-patients have given their consent to receive any correspondence
bull Unit staff are now providing better information about the groups that are available to newly admitted patients
Reason for the Complaint Number Number Upheld
All aspects of clinical treatment 6 6 Upheld
CommunicationInformation to Patients (Written or Oral) 2 2 Upheld
Other ndash Behaviour of a patient towards another patient 5 5 Upheld
13 complaints received were dealt with within 25 working days
(Complaint Categories are as defined by the Department of Health)
ldquoI am not happy with the way in which I feel your staff speak to me or treat me
when I callrdquo (Patientrsquos mother)
32
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
33 Compliments
The Retreatrsquos Compliments Policy works across the organisation with the aim of providing clear information on how individual compliments are reported and logged in addition to the ways in which they will be used
Each clinical unit keeps a log of all compliments which is forwarded monthly to the Contracts and Policies Officer Compliments reports are collated and submitted to NHS Commissioners on a regular basis in line with contractual reporting requirements In total we received 39 compliments in 201415 an improvement on the 29 received in 201314 Key themes emerging from the compliments received this year were satisfaction with the quality of care and treatment received by the patients as well as praise for the quality of the environment of The Retreat
ldquoI think the level of care offered
by all the staff onGeorge Jepsonis absolutely
superb All treatmy relative
excellently andwith considerable
dignityrdquo
ldquoI am now looking forward to going out there and living my life when I first came in I didnrsquot think that would be
possiblerdquo
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
Performance Measures
Patient Experience The Retreat openly encourages patients and carers to give their feedback on all aspects of their care and treatment This ensures that we can constantly improve the services we offer In order to gather these views more formally we have implemented an annual programme of Patient and Carer Experience Surveys as part of our annual Clinical Audit Programme
These surveys ensure that patientsrsquo and carersrsquo voices are heard and are used to help deliver better care and treatment provide evidence to commissioners of the quality of our services and ensure we can drive service improvements in relation to CQC standards
For 201415 the recommendations agreed following each surveyrsquos results were as follows
Survey Quality improved actions Inpatient Survey bull
bull bull bull bull bull
Increase response rate to the survey from Hannah Mills Allis and Katherine Allen units Lockable personal storage facility for Naomi and Acorn patients Choice of Named Nurse for Naomi patients Review the effectiveness of the survey tool and its questions Dissemination of survey results and action plan to relevant patient and staff groups Ensure patients are aware of the complaints procedure and improve visual information across the units
Out Patient Survey bull Methods of increasing participation in the survey (Tuke Centre) bull
bull bull bull bull bull
Car Parking Waiting room reception area and welcome Information given to patients about our services their problems and our procedures Communication with patients Privacy and Confidentiality Affordability
Carersrsquo Survey bull
bull
bull
bull
Improve carersrsquo understanding of who they can talk to in order to pass comment on any aspect of the service Review how carers are supported at the point of discharge and in particular if discharge is early or unexpected Disseminate more widely information on appropriate local and national services that carers could turn to for support Review the friendliness and helpfulness of staff when carers visit as to how this could be improved
34
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
35 Patient Friends and Family Test
The Patient Friends and Family Test (PFFT) aims to provide a simple measure which when combined with follow-up questions can drive a culture change of continuous recognition of good practice and potential improvements in the quality of care received by patients The PFFT is given to all patients as part of the discharge process and uses a six point response scale as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Important Change - NHS England Brief (Oct 2014) lsquoA review of the PFFT was published in July 2014 and made a number of recommendations The PFFT Review suggested that the presentation of the data should move away from using the Net Promoter Score (NPS) as a headline score and use an alternative measure In line with this recommendation the NHS England statistical publication will move to using the percentage of respondents that would recommendwouldnrsquot recommend the service in place of the NPSrsquo
This change took place from 1 October 2014 and this was reflected within our subsequent two Quartersrsquo performance reports on the PFFT Therefore the first two quartersrsquo reports show the PFFT as a numerical score and the last two quarters as the percentage recommendnot recommend
We aimed to give the PFFT to all patients discharged from our services in 201415 and set an internal target of achieving a minimum 80 return rate We did not achieve this target in any of the quarters over the last year although we did show improvement quarter on quarter with the return rates as follows
Quarter Return Rate
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
3rd Quarter (Oct-Dec 2014) 51
4th Quarter (Jan-Mar 2015) 67
The scores we achieved for the PFFT are shown in the table below These generally show a high level of patient satisfaction with the care and treatment offered by The Retreat The information generated from the PFFT has also been used to benchmark against other organisations each quarter
Quarter PFFT Score
1st Quarter (Apr-Jun 2014) 47
2nd Quarter (Jul-Sept 2014) 47
Recommend Not
Recommend
3rd Quarter (Oct-Dec 2014) 93 0
4th Quarter (Jan-Mar 2015) 60 3
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
Staff Friends and Family Test
From the 1 July 2014 The Retreat has been required to carry out the Staff Friends and Family Test (SFFT) on a quarterly basis as part of our NHS England contract The SFFT is a tool which allows staff to give feedback on The Retreatrsquos services based on their recent experience
Staff are asked to respond to two questions
The lsquoCarersquo question asks how likely staff are to recommend the services they work in to friends and family if they needed similar care or treatment to that offered by The Retreat
The lsquoWorkrsquo question asks how likely staff would be to recommend the service they work in to friends and family as a place to work Staff are given a six point response scale for each question as follows (1) Extremely Likely (2) Likely (3) Neither likely nor unlikely (4) Unlikely (5) Extremely unlikely or (6) Donrsquot know
Scores are produced relating to feedback as a place for lsquoCarersquo and as a place to lsquoWorkrsquo
Results for the SFFT over 201415 were as follows
The Retreat (Jul - Sep) Quarter 2
The Retreat (Oct - Dec) Quarter 3
The Retreat (Jan - Mar) Quarter 4
Total number of responses to the SFFT 58 45
44 - Care Question 45 - Work Question
of staff who would recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
83 91 84
of staff who would not recommend their organisation to friends and family in need of caretreatment (the lsquoCarersquo question)
5 0 5
of staff who would recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
66 49 51
of staff who would not recommend their organisation to friends and family as a place to work (the lsquoWorkrsquo question)
10 24 24
36
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
37 Staff Friends and Family Test With regard to the feedback received for the lsquoCarersquo question over the three quarters the response from staff has been favourable in terms of whether they would recommend The Retreatrsquos clinical services to friends and family
With regard to the lsquoWorkrsquo question however this has shown unfavourable feedback from staff in terms of whether they would recommend the organisation as a place to work most notably in the last two quarters
Staff made a number of comments against their responses for the lsquoCarersquo and lsquoWorkrsquo questions and these are sent to the Senior Management Team each quarter for review as part of the SFFT action plan and in order to determine any particular trends arising and any changes to practice required
ldquoAs a patient Ifeel respectedlistened to and very involved inmy own care and
recoveryrdquo
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
Staff Survey 38 Every year The Retreat conducts a comprehensive survey of its employees in order to establish their satisfaction with their employment and to seek feedback on areas that might be developed or improved This is only one tool that we use in order to talk to our workforce We also carried out a range of different briefings surveys and feedback sessions throughout the year
Once again the design and distribution of the Staff Survey was undertaken by a group of employees nominated by the Staff Consultative Committee This approach enables us to draw on wider experience for the design of the survey and offers a visible demonstration that The Retreat wants to genuinely engage all of its employees in its ambition to become an employer of choice
Following the survey in 2014 a number of changes were introduced including bull Occupational sick pay re-introduced for
employees with six to twelve months service bull An engaging Change Management
Programme started to communicate changes within the organisation
bull New Employee Assistance Programme introduced along with various salary sacrifice schemes and Well-being initiatives
bull Reward Statements issued for all employees bull New and improved internal newsletters
launched
In March 2015 we had a 45 response rate to the survey which is a drop of 7 on the previous year although only five fewer individuals filled out the survey The headline indicators from the staff survey show that bull 83 of staff said they were enthusiastic
about their role bull 73 of staff said they were happy to work at
The Retreat bull 73 of staff believed that The Retreatrsquos top
priority was patient care bull 84 of staff were satisfied with the quality of
care given to patients
A number of themes were identified within the survey for further action These included bull Internal communications being more open
and giving all staff an understanding of the future of the organisation
bull Communicating the value of the work in terms other than financial
bull Reviewing pay scales across the organisation
These issues will be explored over the coming months with solutions being developed through consultation with the staff team before being taken forward for further consideration
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
39 Statement from the local CCG and Healthwatch Partnership Commissioning Unit
ldquoThe Partnership Commissioning Unit on behalf of the North Yorkshire CCGs have a solid commissioning history of working closely and effectively with The Retreat in commissioning services for a vulnerable patient group The transparency of the services provided demonstrate a high quality of care delivery this is consistently assured year on year
Throughout 201415 we have continued to witness positive outcomes for our patients moving through in-patient services to positive discharge
As in previous years we have maintained effective relationships to explore and discuss service developments that meet the needs of the North Yorkshire population that complement existing NHS commissioned services
We look forward to continuing our support to The Retreat through 1516rdquo
Healthwatch
ldquoThank you for giving us the opportunity to review and comment on your Quality Account 201415 We feel it is an open and honest report We welcome the inclusion of a glossary which is very helpful in helping make the document more readable for members of the public
Among the priorities for 201516 we particularly welcome the focus on developing links with the local community and seeking opportunities to work with partners We look forward to seeing the development of the Cafe+ initiative
It is good to see that feedback from patients and carers is encouraged and used to improve the quality of services Using quotes of positive feedback received from people who have used the services provides a reminder of the personal stories behind the figures and statistics
We welcome the ongoing work to make it easier for people to raise a complaint or concern and are pleased to see that complaints are used as a learning opportunity
Healthwatch York looks forward to working with The Retreat in the coming year We very much appreciated being invited to the first lsquoRetreat Open To Allrsquo event in May and hope there will be other opportunitiesrdquo
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
ldquoEverything is done with you in mind and you have a say in your care which is
incredibly empoweringrdquo
40
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
Glossary
Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
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Glossary
CCG Clinical Commissioning Group
Is a statutory NHS organisation representing groupings of GP Practices that are responsible for designing local health services In England They will do this by commissioning (or buying) healthcare services
CPA Care Programme Approach
A framework used by all units to monitor patient progress and set new outcomes and goals
CQC Care Quality Commission
The independent regulator of health and social care in England It regulates health and adult social care services whether provided by the NHS local authorities private companies or voluntary organisations
CQUIN Commissioning for Quality and Innovation
Measures which determine whether we achieve quality goals or an element of the quality goal These achievements are on the basis of which CQUIN payments are made
42 EPRS
Electronic Patient Record System
A digital patient record stored in an online database
DBT Dialectical Behavior Therapy
A talking therapy designed to help people change patterns of behavior that are not helpful
FACE Functional Analysis of Care Environments
Electronic Patient Record System used by The Retreat
HoNOS Health of the Nation Outcome Scale
A widely used routine clinical outcome measure used by English mental health services
MDT Multidisciplinary Team
A group of different types of clinicians who work together as a team
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk
Heslington Road York YO10 5BN 01904 412551 01904 430828 wwwtheretreatyorkorguk infotheretreatyorkorguk
If you would like to make any comments regarding the content of this report or make any suggestions for future reports please contact our Marketing Department at the address below
Electronic copies of this Quality Account can be obtained from our website (wwwtheretreatyorkorguk) and the NHS Choices website (wwwnhsuk)
Printed copies can be obtained by contacting the Marketing Department
If you require this report in another language please contact the Marketing Department
Marketing Department The Retreat Heslington Road York YO10 5BN
t 01904 412551 e marketingtheretreatyorkorguk