Communications and public involvement plan

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Nov 6, 2013 (4 years and 3 days ago)

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ITEM JHO7(b)(6)













Implementation of the Horton Treatment Centre

Communications and public
involvement plan


V1.3



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Contents


The purpose of this document
................................
................................
..........

2

Approach to communicating

................................
................................
............

3

Approach to public/patient involvement

................................
...........................

3

Objectives of this plan

................................
................................
......................

4

Accountability

................................
................................
................................
...

5

The stakeholder groups

................................
................................
...................

5

Communication Channels

................................
................................
................

6

Analysis
-

effective activities for each stakeholder group

................................
.

7

Action Plan

................................
................................
................................
.......

8



The purpose of this document


1.

The de
velopment of the new treatment centre at the Horton Hospital,
Banbury will lead to improved access to services for patients that need
elective surgery. It is a huge investment in expertise and facilities for the
benefit of patients in Banbury, North Oxfor
dshire and surrounding areas


2.

This document sets out how we intend to communicate with all those
affected by or interested in this development


3.

The document also describes how the PCT plans to involve patients and
the public in the implementation of the C
entre. The document goes on to
set out the actions needed, the timeframe for actions and the different
communications products that will be needed


4.

This document is only intended to describe communications and
public/patient involvement activities in the
period leading up to the opening
date (to be agreed). Arrangements for management of the Centre after
opening, including public and patient involvement, quality programme and
so on have yet to be agreed. These issues will be considered as part of
the com
munications and public involvement work set out in this plan


5.

The methods and activities set out in this document plan may also be used
to communicate other aspects of the PCTs programme to improve patient
care through the commissioning of health services

from the independent
sector


6.

The first part of the document describes the objectives of the plan, the
approach to communication and public/patient involvement and some of
the methods that will be used to achieve the objectives


7.

The second part of the docu
ment sets out the actions to be taken including
specific tasks, times and personnel


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Part 1


Approach to communicating


8.

The PCT has a responsibility to communicate to all stakeholders the plans
for the centre and any implications for patients and staff. T
his will include
getting feedback on these plans


9.

This document includes plans for communicating with all stakeholders
including patients, public and staff. It does not, however, cover all aspects
of public and patient involvement nor does it replace form
al consultation
with staff. This communications plan should be considered in the context
of the PCT’s activities in these areas


10.

The PCT has in place a range of communication channels (e.g.
newsletters, press releases, websites, scheduled meetings). Oth
er
channels can be created where this is felt to be necessary (e.g. dedicated
newsletters, public meetings)


11.

The PCT will use the most effective channel(s) available, taking into
account how effective the channel is and how much it costs to use


12.

The differ
ent stakeholders have been grouped together to help the PCT
communicate effectively. We will make sure that the right channel is used
for the right group at every opportunity. The purpose of this exercise is to
make sure that messages reach people in a w
ay that:




Uses appropriate language and media for that group




Is timely for that group


meeting their decision/circulation deadlines as
far as possible




Is delivered in the most cost effective way



13.

This approach does not suggest that any stakeholder grou
p is more or less
important than any other



Approach to public/patient involvement


14.

The PCT has a strategy in place for public and patient involvement. The
Strategy sets out the PCT’s approach to public involvement in some detail


15.

The thrust of the Strat
egy is that public and patient involvement should be
built
-
in to each of the PCTs projects and work programmes. The
implementation of the treatment centre will follow this approach


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16.

It is intended that this document sets out a framework for public/patie
nt
involvement rather than prescribing all of the activities. It is hoped that
initiatives will be developed in consultation with the Patient and Public
Involvement Forum or the PCT along with other, non
-
statutory interest
groups. These initiatives will
be added to the action plan in Part 2 as they
are developed


17.

The elements of the framework are as follows:




A comprehensive communications plan for all stakeholders as set out
in this document




Consultation with the OJHOSC and the PCT PPIF about how to tak
e
forward public/patient involvement




Invitation to the PPIF to be included in the Local Implementation Group
(the body responsible for implementing the project)




Work with the PPIF to devise detailed plans for involvement
patients/public in the in designi
ng care at the Centre and in
continuously improving the ongoing care delivered by the Centre



18.

The PCT is committed to promoting quality and diversity in all of its
activities. The patient and public involvement activities undertaken in
connection with
this plan will reflect the importance of communicating with
the diversity of the community to ensure that the service will sensitive and
accessible to all users



Objectives of this plan


19.

The plan is intended as a guide and for PCT management and staff
wo
rking on the project


20.

It also serves as a statement by the PCT of its commitment to effective
communications and public/patient involvement and is available to any
stakeholder who wishes to see what the PCT is doing in this important are


21.

The completed pla
n will also form an audit of the activity that was
undertaken. This will help to inform future projects


22.

The key objectives of the work set out in this plan are to:




Ensure that all stakeholders have up
-
to
-
date, accurate information
about the project




Ens
ure that public and patients are able to be involved in the design of
the service and way that care is delivered


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Ensure that decisions made about the project are communicated
effectively and that the implications of decisions are made clear to
stakeholde
rs




Ensure that all clinicians and staff are aware of the project and how it
will impact on their practice/work




Accountability


23.

The implementation of this plan is the responsibility of the Project Manager


24.

Implementation of the plan will be overseen by

the Local Implementation
Group for the project


25.

The Local Implementation Group is accountable to the Director of
Commissioning and Modernisation



The stakeholder groups


26.

In order to maximise the effectiveness of the communications the
audiences have been

stratified in the following way:


Ref

Stakeholder Group

Includes

1

Partners


(those with a direct
financial/service
stake in the project)

CV PCT PEC

CV PCT Board

Capio Ltd

NE Oxfordshire PCT

MK PCT

HGH clinicians and staff

ORH NHS Trust management

NOC N
HS Trust management

TVHA Communications Team

TVHA management leads

Oxfordshire Ambulance NHS Trust

Oxfordshire Patient Transport Consortium

Oxfordshire County Council Directorate of
Social and Healthcare


2

Clients


(referrers and
purchasers/potential
pur
chasers)

Cherwell Vale GPs

Neighbouring PCT commissioning
managers

Neighbouring GPs

Booking and Choice lead for Oxon




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3

Interest groups

Oxfordshire County Council Overview and
Scrutiny Committee (health)

CVPCT Public and Patient Involvement
Forum

CVPCT P
ublic Participation Group

Keep Horton General Campaign

Local MPs for Banbury, Daventry and
Witney

Local Medical Committee

Age Concern

Health trade unions

Banbury Town Council (Mayor’s Office)

Parish councils in Cherwell Vale


4

Users

Patients registered w
ith practices in :

CV PCT

NE Oxon PCT

MK PCT

Other Thames Valley and neighbouring
PCTs




Communication Channels


27.

The following table lists the available communication channels


28.

The
matrix indicates the effectiveness of each channel in reaching

the
stakeholder group (see section above). Effectiveness is a combination of
reach of the channel set against cost




Ref


Channel

1

2

3

4

1

Targeted written
communications

MEDIUM

MEDIUM

MEDIUM

LOW

2

Selected e
-
mail
groups

HIGH

HIGH

MEDIUM

LOW

3

CV
PCT Newsletter
(‘PCT Express’)

MEDIUM

MEDIUM

MEDIUM

LOW

4

CV PCT Team Brief

MEDIUM

LOW

MEDIUM

LOW

5

Local workshops

MEDIUM

MEDIUM

MEDIUM

LOW

6

Health economy
workshops

MEDIUM

HIGH

HIGH

LOW

7

Opportunistic face
-
to
-
face contact

HIGH

MEDIUM

MEDIUM

LOW

8

Project newsletter

MEDIUM

HIGH

HIGH

LOW

9

Presentation at
Trust/PEC meetings

HIGH

MEDIUM

MEDIUM

LOW


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10

Informative visits to
other ISTC sites

HIGH

HIGH

HIGH

LOW

11

Presentations at key
management/clinical/
professional
meetings

HIGH

HIGH

LOW

LOW

12

Pre
sentation at GP
meetings

LOW

HIGH

LOW

LOW

13

Presentations at
interest group
meetings

LOW

MEDIUM

HIGH

MEDIUM

14

Bespoke public
meetings

LOW

LOW

HIGH

MEDIUM

15

Post information on
CVPCT website

MEDIUM

MEDIUM

MEDIUM

MEDIUM

16

Notice board
campaign

LOW

LO
W

MEDIUM

LOW

17

Press release

MEDIUM

MEDIUM

HIGH

HIGH

18

Structured press
campaign

MEDIUM

MEDIUM

HIGH

HIGH

19

Capio website

MEDIUM

MEDIUM

MEDIUM

MEDIUM

20

PCT public
newsletter
(‘Healthfocus’)

MEDIUM

MEDIUM

MEDIUM

MEDIUM




Analysis
-

effective activi
ties for each stakeholder
group


29.

For Partners (1) the most effective communications activities will be:




Targeted e
-
mails



Opportunistic contact at existing meetings and forums



Presentations at neighbouring PCT PECs, Boards, etc.



Opportunities to visit othe
r ISTC sites


This audience may also be reached through a project newsletter


30.

For Clients (2) the most effective communications activities will be:




Targeted e
-
mails



Health economy level workshops



Presentations at key professional meetings


especially the

local and
neighbouring GP forums



Bespoke meetings with neighbouring commissioners



Opportunities to visit other ISTC sites



Project newsletter


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31.

For Interest Groups (3) the most effective communications activities will
be:




Presentations at specific meetings



Opportunities to visit other ISTC sites



Participation in workshops



Bespoke public meetings



Press releases/campaigns



Project newsletter



32.

For Users (4) the most effective communications activities will be:




Press releases/campaigns



Bespoke public meetings



W
ord
-
of
-
mouth through local interest groups is likely to be an effective
secondary channel


33.

Relevant web and intranet sites (PCT, Capio, etc) should be properly
maintained with regular news updates, links and contact information.
Websites have a potential
to reach all potential audiences at very low cost.
Websites can also act as a useful resource that may be sign
-
posted at
opportunistic encounters




Action Plan


34.

Actions need to take place in a timely and co
-
ordinated fashion. The
following timetable is
suggested


35.

The table below sets out the proposed actions and attaches the month
during which these need to take place


See Action Plan below




Contact


Tim Jones


t.

01295 819522

e.

tim.jones@nhs.net



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Part

2


Implementing the Horton Treatment Centre

Action plan for communications and public/patient involvement


Initials used in the column ‘Lead’ correspond to the following individuals:


TJ

Tim Jones

JL

Juliet Long

LIG

Local Implementation Group (the PCT’s
project team)


The table gives a list of specific, time
-
bounded actions drawn up to meet the objectives of the plan


Month

Action

Notes

Stakeholder
Group

Lead

Complete







Sep 04

Publish project update newsletter

Deferred to October

1,2

TJ

-

Establi
sh client e
-
mail group


2

TJ

Underway
10.10.04

Establish partner e
-
mail group


1

TJ

10.10.04

Agree key messages with partners

Collaboration with, ORH, Capio, NIT

All

TJ

29.9.04

Agree outline client roadshow programme

With Capio


deferred to October

2

TJ

-

LIG to sign off communications plan


All

TJ

19.9.04

Agree initial press activity on changed model

With ORH


deferred to October

3,4

TJ

-

Agree patient and public participation plan

First draft approved by LIG 21.9

3,4

TJ/JL

21.9.04

Commun
ications plan to PEC and Board for
information

Deferred to October

1

TJ

-

Agree working title for ISTC

With Capio and ORH

All

TJ

24.9.04

Write to OJHOSC for comment on this Plan


3

TJ

1.10.04


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Month

Action

Notes

Stakeholder
Group

Lead

Complete

Write to PPIF for comment on plan and to request
dialogue


3

TJ

1.10.04

Individual letters to key stakeholders


3

TJ

1.10.04







Oct 04






Present at local practice management forum



TJ


Update to PEC


1

TJ


Publish project update newsletter


1,2

TJ


Publish details on PCT website


All

TJ


Agre
e outline client roadshow programme

With Capio




Communications plan to PEC and Board for
information





Marketing and promotion of clinical integration
workshop


1,2

TJ


Commence discussion on public/patient
involvement plans

With PPIF

3

TJ








Nov 04

Visit to neighbouring ISTC site


3

TJ


Clinical integration workshop?

With Capio and HGH management

1

TJ


Publish project update newsletter


1,2

TJ


Agree public/patient involvement activities




































Dec 04






Publish project update newsletter


1,2

TJ


Update to PCT Board


1

TJ


Update to PEC


1

TJ








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Month

Action

Notes

Stakeholder
Group

Lead

Complete







Dec 04






Publish project update newsletter


1,2

TJ


Update to PCT Board


1

TJ


Update to PEC


1

TJ























Jan 05











Publish project update newsletter


1,2

TJ


Update to PCT Board


1

TJ


Update to PEC


1

TJ


Commence planning for opening

With Capio




Presentation/discussion at local GP forum for
discussion

With Capio

2

TJ








Feb

05






Publish project update newsletter


1,2

TJ


Update to PCT Board


1

TJ


Update to PEC


1

TJ













Mar 05






Publish project update newsletter


1,2

TJ


Update to PCT Board


1

TJ


Update to PEC


1

TJ




















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Month

Action

Notes

Stakeholder
Group

Lead

Complete

Apr

05






Publish project update newsletter


1,2

TJ


Update to PCT Board


1

TJ


Update to PEC


1

TJ








May 05






Publish project update newsletter


1,2

TJ


Update to PCT Board


1

TJ


Update to PEC


1

TJ























Jun
05






Publish project update newsletter


1,2

TJ


Update to PCT Board


1

TJ


Update to PEC


1

TJ























Jul 05






Publish project update newsletter


1,2

TJ


Update to PCT Board


1

TJ


Update to PEC


1

TJ























Aug 05


No activity planned















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Month

Action

Notes

Stakeholder
Group

Lead

Complete







Sep 05






Publish project update newsletter


1,2

TJ


Update to PCT Board


1

TJ


Update to PEC


1

TJ























Oct 05






Publish project update newsletter


1,2

TJ


Update to PCT Board


1

TJ


Update to PEC


1

TJ























Nov 05






Publish project update newsletter


1,2

TJ


Update to PCT Board


1

TJ


Update to PEC


1

TJ























Dec 05






Publish project

update newsletter


1,2

TJ


Update to PCT Board


1

TJ


Update to PEC


1

TJ


















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Contact


Tim Jones


t. 01295 819522

e.
tim.jones@nhs.net


This Plan prepared by Tim Jones, Aug
ust 2004 and updated thereafter. See footer for print date