ACT Health Staff working with Child and Youth … · Web viewto outline child protection involvement, delegate and clarify roles and responsibilities. The meeting can be convened

CHHS17/231

Canberra Hospital and Health ServicesOperational Guideline ACT Health Staff working with Child & Youth Protection Services Contents

Contents...................................................................................................................................1

Guideline Statement................................................................................................................2

Background.......................................................................................................................... 2

Key Objective........................................................................................................................2

Alerts....................................................................................................................................2

Community Health............................................................................................................... 3

Scope........................................................................................................................................3

Section 1 – CHHS Staff working with CYPS...............................................................................3

Section 2 – Prebirth Alert.........................................................................................................5

Section 3 – Emergency Action..................................................................................................6

Section 4 – Meetings between ACT Health & Community Services Directorates.....................7

Section 5 – Cross Border Information......................................................................................8

Section 6 – Contact Numbers...................................................................................................9

Implementation........................................................................................................................9

Related Policies, Procedures, Guidelines and Legislation.........................................................9

References..............................................................................................................................10

Definition of Terms.................................................................................................................10

Search Terms..........................................................................................................................10

Attachments...........................................................................................................................11

Attachment 1 – Prebirth Alerts Process at CHWC..............................................................12

Attachment 2 – Parallel Work in the Emergency Action Process........................................13

Doc Number Version Issued Review Date Area Responsible PageCHHS17/231 1 05/10/2017 01/10/2021 WY&C 1 of 13

Do not refer to a paper based copy of this policy document. The most current version can be found on the ACT Health Policy Register

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Guideline Statement

BackgroundChild & Youth Protection Services (CYPS) is in the Community Services Directorate and is the statutory child protection agency which services the ACT region. CYPS has legislative responsibility under the Children and Young People Act 2008 for facilitating and coordinating services across government for the care and protection of children and young people believed to be at risk of harm. This involves assessing risk and working with families and other professionals to resolve issues that compromise the safety and wellbeing of children and young people.

Key ObjectiveThe purpose of this document is to provide information to CHHS staff regarding the nature of shared involvement and the responsibilities of staff across both Community Services and ACT Health Directorates when caring for neonates/children/young people who are clients of ACT Health and Child & Youth Protection services in acute and community health settings.

Alerts Any safety concerns identified by CYPS or CHHS staff should be communicated to security. If there are imminent safety concerns call a code black or the Police in accordance with the Violence and Aggression by Patients, Consumers or Visitors: Prevention Management policy.

Prior to any prenatal case conferences or emergency action (see Definitions), if the Clinical Nurse Consultant (CNC)/Clinical Midwifery Consultant (CMC)/Key Contact Officer or CYPS staff identify a security risk, they should: communicate any safety concerns to all relevant staff as early as possible send the CYPS Hospital Safety Plan (HSP) located in the clinical record, (see Definitions)

to the Security Operations Manager requesting security staff at the time and place the interview will be held. During business hours the Hospital Safety Plan can be delivered by hand or scanned copies sent via email ([email protected]). If they are not available, the CYPS Hospital Safety Plan should be forwarded to the Senior Manager of Protective Security Services for ACT Health.

After hours, only contracted security staff are present on the hospital campus. HSP’s are not to be given to contracted security staff due to the sensitive nature of the information.

All meetings should be held in Room 10, level 2 in the Centenary Hospital for Women and Children (CHWC) where there are two exits and duress alarms. In cases where the mother is too unwell to leave the ward area, joint discussions and decision making will be required between CYPS and the ward CNC/CMC to determine where the meeting should be held.

Community HealthIn the community health setting consideration will be given to an environment that minimises distress or risk to other clients (especially families with young children) and provides dual exits.



mailto:[email protected]

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Scope

Whilst this document mainly refers to CHHS staff working at the Canberra Hospital there may be circumstances when it applies to other health settings. This document applies to the following Canberra Hospital Health Services (CHHS) staff working within their scope of practice: Medical Officers Registered Nurses and Midwives Allied Health Professionals Students working under supervision Administrative personnel Security personnel

These guidelines apply to neonates/children/young people up to the age of 18 years in receipt of health services who are being cared for at CHHS: who have involvement with CYPS are in the care of the Director-General of CYPS or pregnant women involved with CYPS


Section 1 – CHHS Staff working with CYPS

The team leader of social work, maternity/ paediatric services is the Key Contact Officer for CYPS to contact regarding any CYPS related work including appraisals, emergency action and prenatal work. The Key Contact Officer operates during business hours 8:30am – 5pm.

After business hours the responsibilities of the Key Contact Officer will be assumed by the After Hours Social worker 5:00pm-9:30pm then by the After Hours Hospital Manager 9:30 pm to 8:30 am.

Key Contact Officer Responsibilities: after being contacted by CYPS staff, liaise with appropriate health staff and where

necessary nominate an appropriate delegate to facilitate joint partnership work inform the CYPS worker of identified ACT Health staff during business hours attend CYPS Case Conferences and discharge planning meetings

and report back action plan items to relevant health staff. In the event that the Key Contact Officer is the Social Worker for the family another delegate from the social work team will assume the Key Contact Officer role.

organise the booking of Room 10 in the Centenary Hospital for Women and Children (CHWC) for all interviews and conferences

ensure all CHHS and CYPS staff are aware of duress alarm placement in rooms where interviews are held before the meeting commences



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during business hours notify the ADON/Assistant Director of Nursing & Midwifery (ADONM) that:o an appraisal is in processo there are significant concerns where Emergency Action may be the outcome of the

appraisal (See Section 3 for further information) ando an inpatient bed may be needed for the neonate/child/young person.

if a safety risk has been identified notify security of the time and place the interview or visit will be held

liaise with the appropriate CNC/ CMC of the ward where the infant, child or young person is an inpatient

arrange an interpreter if necessary.

The Clinical Nurse Consultant (CNC) / Clinical Midwife Consultant (CMC) /Team Leader responsibilities are to: ensure the CYPS documents, i.e. Hospital Safety Plan, Emergency Action Papers, or Pre-

birth Alert are placed in the front of the patient’s clinical record. If available, a copy of the Child Protection Orders should be placed in front of the clinical records which can then be sighted by the Security Operations Managers as needed

assess if there are any potential safety risks to ward staff and/or other patients organise a lock down of the Ward if there are ongoing security risk concerns attend the interview with parent(s) and CYPS case worker, if required liaise with the Health or CYPS Liaison Officers as needed who can assist with

communication and negotiation between the directorates

Aboriginal Liaison Officer (ALO) The ALO provides a consumer advocacy service within CHHS and community partners with the consent of the client. They liaise between individual Aboriginal clients, Winnunga Nimmityjah staff, the client's relatives/friends and other health and outside agencies appropriate to the child and families ongoing needs. They do not provide counselling services.

CYPS Responsibilities in CHHSDuring business hours, prior to visiting the client in hospital, the CYPS staff will liaise with the Key Contact Officer about an appropriate time to attend the Ward, who they intend to interview or visit and the approximate duration of this visit. Upon arrival at the ward, the CYPS staff will report to the staff member nominated by the Key Contact Officer.

The CHHS staff member should ensure that the CYPS staff: provides identification provides an update of any new information that staff may require (e.g. changes to

parental responsibility, restrictions on visiting) AND copies of relevant documents e.g.: Court Orders, Emergency Action Papers, Safety Plans, Voluntary Care Agreements

informs ward staff of any potential security risks to staff and/or other patients (if required)



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informs staff of identified safety risks as early as possible and documents them in the CYPS Hospital Safety Plan

notify CHHS staff if ACT Together (out of home care agency) are responsible for any duties related to the neonate/child/young person’s care, contact or transport arrangements

have discussed the client’s circumstances with the social worker and documented in the clinical record the CYPS visit. CYPS staff may mark entries ‘IN CONFIDENCE’. Entries marked in this way will generally not be provided to clients if they request a copy of their medical record. However, if the clinical records are subpoenaed, the entire record is provided.


Section 2 – Prebirth Alert

As part of the response to a prenatal report CYPS may issue a Prebirth Alert (PBA) to CHHS.The Children and Young People Act 2008 Section 362 allows a person to make a voluntary report to CYPS regarding a suspicion or belief that a child may be in need of care and protection once born, known as a Prenatal Report. A Prenatal Report allows CYPS to intervene early on a voluntary basis with the expectant mother, to reduce the likelihood that the child may be in need of care and protection after birth.

Note:Not all pregnant women with a CYPS Prenatal Report will have a PBA.

The PBA is completed by the CYPS delegate including the woman’s name and the date the alert was issued. The PBA may request that CYPS be notified if the woman presents for antenatal care, an appointment, in labour and/or when the child is born. Information requested will depend on the woman’s circumstances and information held by CYPS.

Procedure for Prebirth AlertCYPS will email the PBA notification to identified staff within CHHS. This includes the ward clerk in Birthing inbox [email protected] and the Pregnancy Enhancement Program (PEP) inbox [email protected]

The process for maternity at CHWC is as follows: Women who are booked to birth at the CHWC have their PBA filed in their antenatal

notes by the ward clerk or PEP Midwife. The ward clerk in Birthing will file the PBA in the woman’s notes with a green coloured insert advising the staff of the presence of a PBA.

Women who are not booked to birth at CHWC have their PBA form filed in the PBA unbooked folder in Birthing.

It is the responsibility of CYPS to alert the Maternity Unit when an alert is withdrawn.





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The CYPS Prenatal Liaison Officer emails a weekly update of all women with a PBA alert to the maternity unit CMCs, the SCN and NICU CNC’s, CNM for Parenting Enhancement Program (PEPS)/Integrated Multiagency Parents & Children Together Program (IMPACT), the Social Work Department and the ward clerk in Birthing. The Ward Clerk files the PBA weekly update in the Birthing PBA folder. (See Attachment 1 Pre-birth alerts process at CHWC).

Notification of appointment attendance/birth to CYPS:It is the responsibility of the health care professional who is providing care to the woman to notify CYPS of the woman’s appointment attendance/presentation to birth at the time. Phone CYPS intake line on 1300 556 728 available 24hrs 7days and document on PBA form following notification.


Section 3 – Emergency Action

At times a decision is made by CYPS to take Emergency Action while the neonate/child/young person is being cared for in CHHS. Emergency Action is taken under the provisions of the Children and Young People Amendment Act 2008. CYPS workers take such action when it is considered, on the basis of all the available evidence, that a child is in immediate need of care and protection, or likely to be, if immediate action is not taken. CYPS case workers make these decisions in consultation with CYPS supervisory staff.

Acute SettingCYPS has the responsibility for providing and coordinating the statutory response to child protection concerns. CYPS is responsible for: advising the parents and child of the decision to take emergency action providing parents with information around the emergency action process removing the child from the parents deciding on the level of contact the parent/s may have with their child and the level of

supervision needed: and organising alternative carers to care for the child while in hospital.

CHHS Staff are responsible for: if a safety risk has been identified request hospital security attendance at the time and

place the interview or visit will be held cooperating with CYPS around Emergency Action processes. If deemed appropriate by

CYPS staff, there will be an opportunity for discussion between CYPS and CHHS staff about the potential for Emergency Action. The discussion will focus on the practical details around the removal and any safety concerns but will not alter the plan to remove the child

not engaging in any misleading behaviours with the parents around the removal of the neonate/child/young person in the Emergency Action process. E.g. telling the parents that the baby needed to be taken away for pathology testing when this is not the case



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compassionately supporting the parent/carer during this highly emotive and stressful event

when required, escorting CYPS staff and the neonate/child/young person to the appropriate ward in the Hospital if the infant or child is to remain an inpatient. If further assistance is required, liaise with the Health or CYPS Liaison Officers. Please see Attachment 2, Parallel Work in the Emergency Action Process.

Community SettingAt times a child and parent/carer may present to a community health service and concerns are identified for that child which would warrant the clinician to make an immediate child concern report.

If CYPS takes Emergency Action in the Community Health setting: the clinician should seek assistance from other colleagues on site to appropriately

manage the situation and inform the team leader or manager of the area the team leader or manager may be requested to provide onsite support or facilitate

the rearrangement of the clinic schedule or delegate the responsibilities if required, the team leader, manager or delegate will escort the Police or CYPS Staff to

an interview room if further assistance is required, liaise with the Health or CYPS Liaison Officers


Section 4 – Meetings between ACT Health & Community Services Directorates

A variety of joint meetings can occur between the ACT Health and the Community Services Directorates. These may include: A professionals meeting to outline child protection involvement, delegate and clarify

roles and responsibilities. The meeting can be convened by either CYPS or ACT Health staff and should include the Key Contact Officer. Whoever convenes the meeting is responsible for inviting members, chairing, taking minutes and distributing minutes and action plans to attendees. This can occur throughout the child’s admission or when planning for discharge.

A Child and Youth Protection Services Case conference (CYPS CC)This is a meeting arranged by the CYPS Case Conferencing Unit or a Team Leader and may involve CHHS Staff. A care team of key people who are involved in the case management of a child and their family is declared which allows for information sharing. The meeting is chaired by a person who is independent to the case management structure in CYPS (known as an Independent Chair or Team Leader). Actions and decisions from case conferences are to be recorded by the Chair and provided to participants following the meeting.

A Prenatal Case conference A Prenatal Child Protection Case Conference can be chaired by a member of the Case Conferencing Unit or a Team Leader and may involve CHHS Staff. This type of case



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conference is a preventative measure available to CYPS staff working with a client who is pregnant as a means of linking in relevant supports. The aim of the conference is to involve the expectant parents, extended family members, CYPS and the relevant professionals in the development of an Action Plan. This is to address child protection concerns for the unborn child with a view to reducing risk to the child once born. Through this case conference, goals and objectives will be established with responsibilities and time-frames for actions assigned to the relevant agencies. If the woman has given consent to work with CYPS she can attend this meeting with her supports. Depending on the circumstances it may not be possible to proceed with conferencing due to restrictions around information sharing under the legislation.

To facilitate the attendance of key hospital staff, Thursday mornings have been set aside for prenatal case conferences. This does not preclude the ability to call extraordinary meetings as required.

The Key Contact Officer will arrange room bookings for meetings. Alternatively the Personal Assistant to the Director of Nursing and Midwifery, the Personal Assistant to the Executive Director on 6174 7389 or the ACT Health - CYPS Liaison Officer can assist in this task.


Section 5 – Cross Border Information

If a child presents to CHHS and ordinarily resides in NSW and it is suspected, on reasonable grounds, that the child or young person has or is at risk of being neglected, physically, sexually or emotionally abused, the staff member should report this to CYPS. It is highly recommended that the staff member also report this to NSW Family and Community Services (FACS) formerly known as Department of Community Services (DOCS) Child Protection Helpline on 132 111.




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Section 6 – Contact Numbers

CYPS contacts: child [email protected] CYPS Intake - 1300 556 728 CYPS Liaison - 0434 603 702 NSW Child Protection Helpline on 132 111 CYPS Prenatal Liaison/IMPACT Liaison- 6205 5352

ACT Health Contacts: Key contact Officer - 0401 075 727 Health Liaison - 0439 415 820 Security Operations Manager - 0407 465 844 Canberra Hospital Security Supervisor: Mon-Fri - 0409 305 773 Canberra Hospital Security Senior Guard, 24/7 - 0418 726 253 Canberra Hospital Switch (who contact security via radio) - 6244-2222 Employee Assistance Program 1300 361 008 (24/7)


Implementation

This guideline will be incorporated into relevant orientation programs, discussed at ward level in-service education, at CNC and CMC meetings at the CHWC and emailed to staff working in this area.


Related Policies, Procedures, Guidelines and Legislation

Policies Child Protection Policy ACT Government Protective Security Policy Framework Violence and Aggression by Patients, Consumers or Visitors: Prevention and

Management Policy. ACT Government Protective Security Policy Framework ACT Health Protective Security Policy ACT Health Personnel Security Procedure

Procedures Child Protection Procedure

Legislation The Children and Young People Act 2008 Health Records (Privacy and Access) Act 1997



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References

1. Keeping Children and Young People Safe – A shared community responsibility October 2008 www.dhcs.act.gov.au


Definition of Terms

Hospital Safety Plan The Hospital Safety Plan is a template or guide that CYPS staff complete. This is at the discretion of CYPS and may not be relevant to all patients.

The purpose of this plan is to: assist ACT Health staff working in the hospital to plan for the optimal safety and

wellbeing for neonates, children and young people throughout their admission; ensure that hospital staff are aware of what to do if a neonate, child/young person is

taken from or leaves the ward without permission; and ensure that hospital staff are aware of all relevant issues and constraints.

It is intended that the Hospital Safety Plan will be completed by the CYPS caseworker soon after the neonate is born or the child/young person is admitted to hospital and the plan is kept in the child’s notes. The plan will be updated by CYPS as required throughout the child’s admission.

A Hospital Safety Plan cannot be put in place for an unborn child.


Search Terms

Children, Child and Youth Protection Services, CYPS, Emergency Action, Pre-birth alert, Community Services Directorate, Hospital Safety Plan, Young People, Prenatal Report




http://www.dhcs.act.gov.au/

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Attachments

Attachment 1 – Prebirth Alerts Process at CHWCAttachment 2 – Parallel Work in the Emergency Action Process

Disclaimer: This document has been developed by Health Directorate, Canberra Hospital and Health Services specifically for its own use. Use of this document and any reliance on the information contained therein by any third party is at his or her own risk and Health Directorate assumes no responsibility whatsoever.

(to be completed by the HCID Policy Team)Date Amended Section Amended Approved ByEg: 17 August 2014 Section 1 ED/CHHSPC Chair



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Attachment 1 – Prebirth Alerts Process at CHWC



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Attachment 2 – Parallel Work in the Emergency Action Process



Documents

ACT Health Staff working with Child and Youth … · Web viewto outline child protection involvement, delegate and clarify roles and responsibilities. The meeting can be convened