What happens when someone reports anonymously?
The report will be viewed by the Report, Support and Lean team to identify any risks that relate to duty of care. If no immediate risk is identified, no further, direct action will be taken. If any identifiable information is provided, the administrator will then remove the identifiable information and it will be kept for trend analysis and inform proactive prevention work across the organisation.
What is the difference between reporting with contact details, or reporting anonymously?
When someone reports anonymously, there is no name provided. We cannot see who has reported anonymously, and therefore cannot reach out and provide support. Whereas if someone wants to receive support or work with the most appropriate person identified to address the concern raised, they would report with their contact details.
What happens when someone wants to report something with contact details?
The report is reviewed using a screening framework (and in some cases a risk checklist) and the most appropriate person will be identified to respond to the report.
This process has been designed to correctly understand the information that has been presented and ensure there is the appropriate level of response, that is timely, and is overseen by the right person within the organisation.
This will enable a consistent approach to all reports and help identify where there is a high risk of harm and what level of support maybe required for the reporter, anyone involved in the report and the person that has been identified to respond to the report.
The report is sent to most appropriate person notifying them the report has been assigned to them. They will then be will be responsible for responding to the report - no identifiable information is provided within this email alert. This person then logs into the Culture Shift dashboard to access information provided using their personal login details.
This person will then make contact with the person who has raised the report and arrange a meeting to discuss in more detail.
You can find out more about the process on the by viewing the process flowchart.
What action can be taken if someone reports anonymously?
The report will be reviewed by the Report, Support and Learn team to identify any risks that relate to duty of care. If no immediate risk is identified, no further, direct action will be taken.
Information provided within anonymous reports will be used as statistical data to understand what is happening and to inform proactive prevention work.
The Human Resource Business Partners and other colleagues will work with areas identified to address any concerning trends. The EDI Team will also use the trends and information provided in reports to inform proactive change campaigns.
If you want direct and specific action to be taken, it is always best to report with contact details so we can provide the right support.
Where should I report an incident that involves patients?
All incidents that involve patients (staff to patient or patient to staff) should continue to be reported via Datix.
Can I report an incident of violence and aggression from a member of staff on Report and Support?
Yes - any incident of inappropriate behaviour by another member of staff to a member of staff should be reported on this system.
How will we manage malicious complaints?
If a report is found to be malicious or vexatious, such reports will be addressed under existing staff procedures.
What do you do with the information gathered from anonymous reports?
Information provided within anonymous reports will be used as statistical data to understand what is happening and to inform proactive prevention work.
The Human Resource Business Partners will work with areas identified to address any concerning trends. The EDI Team will also use the trends and information provided to inform proactive change campaigns. Themes and trends will be reported through the People and Organisational Development governance structures.
How secure is the data and information sent through the system?
Data held on Culture Shift is GDPR compliant and further information about how data is collected and stored is outlined in the Privacy Notice. The system has been security tested by both the developer, Culture Shift, and by Gloucestershire Hospitals NHS Foundation Trust.
How long is data sorted on the system?
We will only retain personal data for as long as necessary to fulfil purposes we collected it for. We will keep records of reports one year from case closure on Culture Shift system as outlined in the Privacy Notice. All personal data will be kept according to the Records Retention Schedule.
Who are the administrators on the system?
The system is administrated by the Report, Support and Learn Team and your report goes to the Report, Support and Learn inbox.