Screening Link Person

1. Screening Link Person October 2010 Screening Link Person Presenter: Christine Lloyd Regional Nurse Co ordinator

2. Screening Link Person what is it? Communication Development between Screening Services and the service delivering the care or information Screening Link Person

3. Communication Oxford Little English Dictionary “Communicating, being communicated to; letter, message, etc.; connection or means of access; social dealings; ( in plural) science and practice of transmitting information! Screening Link Person

4. Communicate - why? • Screening services aim to ensure that screening is delivered in a consistent manner across Wales according to national published standards • To achieve consistency - all health professionals need to be fully aware of the Policies, Protocols and Standards of the screening programme • For Cervical Screening Wales information must be communicated to the person delivering the care i.e. smear taker – 2,691 across Wales Screening Link Person

5. Communicate – What? Cervical Screening Wales: • Policies, Protocols, Standards –Smear Taker Guide • Changes to policies - transmitted in a timely manner • Smear Taker Performance Reports • Resources to help in client care • New developments Screening Link Person

6. Communicate-how? Verbally • Initial Smear Taker training • Update training • Visits Written • Smear Taker Guide • Newsletters • Circular letter • Reports • Other information Screening Link Person

7. Communicate-how? Historically: information was sent to Head of GP/Service Need for change: • Evidence in the main was anecdotal: • complaints that information was not being received by smear takers (Practice Nurses) • training opportunities/ newsletters/ LD booklets • Audit – Smear Taker Guides – not updated • Circulation exercise showed information not received at the practice Screening Link Person

8. Possible reasons for communication failure link person CSW/BTW information Surgery Surgery Surgery Surgery Screening Link Person

9. Screening Link Person Development • In 2005 preliminary talks held with members of the LHB and Practice Managers on how to improve communication • Pilot to explore development of a link person • Emphasised that the designated link person would only be formalising work already undertaken Screening Link Person

10. Screening Link Person Development (cont) • Training need for the role – incorporated into the CSW requirement for all staff involved in screening to update knowledge every 3 years • Who in the practice should be nominated? • If an administrative person selected – nominate a clinical support Screening Link Person

11. Pilot: SLP Role for CSW • Holder Smear Taker Guide • Circulating information • Practice register of Smear Taker • System for checking and tracking samples sent to lab Screening Link Person

12. Pilot: SLP CommunicationPathway Prior notification Email to SLP CSW / BTW Information not received inform BTW/CSW To SLP Feedback Circulate information Relevant Practice Staff Screening Link Person

13. Pilot – Evaluation • SLP’s had embraced their role with minimal increase to workload • Training met the needs of the SLP’s and had brought clarity to the administrative requirements in GP practice • Closer working relationships between clinical and administrative staff also reported • Audits demonstrated in the main that information had been received by health professionals Screening Link Person

14. Pilot: Recommendations • Email essential to the communication pathway • Paper resource pack used in the pilot too costly and the need for a Web based SLP resource file • SLP resource web site to have a notice board -SLP to check on a monthly basis (added to the role) • Need for a SLP Support Officer at CSAD to maintain links with the Screening Link Persons • All Wales SLP Database to record details and training received • Recommended that SLP’s needed to have a deputy for holidays sickness etc • SLP Distance learning pack created for those unable to attend a formalised training event Screening Link Person

15. Communication routes increased • Email pathway • to liaise with SLP’s • as a prior notification that important documents are on their way • a copy of circular letter attached to facilitate SLP’s electronic circulation • Paper copy -agreed that any changes to Policies Protocols and Standards must include a paper copy but with an electronic backup copy on the: • SLP ResourceWeb Site Screening Link Person

16. Implementation of the SLP Implementation group set up to oversee SLP Roll out: Out of 490 GP practices in Wales 473 took up the option For non SLP GP practices, information continues to be sent to head of practice Screening Link Person

17. Screening Services Screening services involved in the SLP Communication pathway: • Cervical Screening Wales • Breast Test Wales • Bowel Screening Wales • Ante Natal Services Screening Link Person

18. Service providers other than GP practices • Colposcopy Clinics • Integrated Sexual Health Clinics • Learning Disability Teams • Bowel Screening Wales- Colonoscopy Services • Pharmacy Departments (project ongoing) Screening Link Person

19. SLP Review 2009/10 • Web Site • SLP Database • Review of the SLP’s – are they still there -response • What are their views Screening Link Person

20. SLP Resource Web Site • Initially built in house: Jack Caunt / David Davies • Intranet web site • Link via Howis • One stop shop for all resources – screening services • 2009 – cascade system HSW Screening Link Person

21. SLP Website • Information uploaded on to the web site by nominated staff members from each screening service • Information referring to Policies Protocols or Standards must be authorised by member of senior management team • Integrity of information held on the SLP website reviewed at agreed meetings Screening Link Person

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28. SLP Review Aim: To audit the status of the SLP The SLP project was first developed approx 5 years ago and over time many SLP’s may have changed. The aim of the audit was to verify the details of SLP links held on the SLP database. Method The audit involved an email to SLP’s asking them to verify their SLP status and email address. For this audit SLP’s only in General Practice were involved as SLP’s in other areas have not long been established. Summary of audit results Out of the 477 SLP practices in Wales only 7 SLP details have not been verified to date (the 7 relate to one area only) • Practices with an unknown new SLP in post: 30 • Practices that no longer had an SLP in post: 1 Recommendations To carry out annual verification exercise Screening Link Person

29. SLP Questionnaire 2010 Aim: to gain the views of the SLP’s in General Practice Method • An electronic questionnaire was sent out to 416 practices. The SLP’s were given three weeks to complete and submit. Summary of results • The questionnaire was completed by 241 SLP’s across Wales. A brief summary of some of the results are as follows: Update training • Majority of SLP’s thought that update training was necessary and the suggested time interval varied from 1 to 3 years. Disseminating information • Circulated information via e.g. email. paper copy, meetings, no clear preference emerged. In the main many used more than one method of circulation. • The majority of SLP’s found the task of circulating the information easy or very easy. For those that found the task not so easy or difficult identified time constraints as the main cause. Screening Link Person

30. SLP Questionnaire 2010 Access to a work’s computer • Majority had unlimited access, small minority limited access and one had no access Support from the screening services • Majority of SLP’s were happy with the level of support provided by the screening services Screening Link Person

31. Screening Link Person two way communication pathway will need to be continually supported and monitoredto build and maintain a close working relationship between screening services and our service providers. • Thank you Screening Link Person