BRADFORD & AIREDALE CCG TRUST

ashcroft surgery,
bradford

Newlands Way, Eccleshill, Bradford, BD10 0JE, West Yorkshire, UK

Useful Numbers

  • CALL 111 –  open 24 hours for help with medical problems of short duration and sudden onset
  • ANY LOCAL PHARMACIST for good advice about medicines, minor illness
  • DISTRICT NURSES: 01274 256 131 for wounds, dressings, elderly people
  • HEALTH VISITORS: 01274 221 223 for advice about babies and children
  • MIDWIVES: 01274 623 952 if you’re pregnant
  • National Coronavirus Support Line 0333 880 6619

Disaster planning and Business Recovery plan

ASHCROFT LEADS

  • Doctor:  
  • Nurse: – 
  • Admin:  Chris Rushton  & Carole Middleton 

DATE REVIEWED:

18th July 2019

DATE OF NEXT REVIEW:

July 2020

The Policy/Protocol

  • The Disaster Handling and Business Recovery Plan is intended to help the practice overcome any unexpected disaster to its premises, key personnel or to any important systems that it relies upon in its day to day operations
  • Responsibility for maintenance of the plan lies with the manager (plan holder), and it should be reviewed and updated annually.
  • The plan holder is also responsible for co-ordinating any response under the plan. If the plan holder is unavailable, this duty will fall to the deputy plan holder, Assistant Manager.
  • Copies of this document, together with copies of the insurance policy and other relevant documents, are to be kept off the premises by both the plan holder and deputy plan holder.

ANY DISRUPTION TO PATIENT SERVICES MUST BE REPORTED TO NHS ENGLAND – 0113 8252700

Scope of the Plan

  • The plan is designed to enable the practice to resume activities whether the situation is one of true disaster or whether there is simply partial loss of certain facilities.
  • As such, it covers a broad spectrum of potential situations that may impact on the ability of the practice to continue its normal business either short term or long term.

GAS ESCAPE PROCEDURE - an important one to mention now...

ALL GAS ESCAPES MUST BE REPORTED AND ACTIONED IMMEDIATELY

This is the procedure ‘all building occupiers’ should follow in the event of a suspected gas escape.    On discovering a gas escape or suspected gas escape the following action must be taken immediately:

  • Extinguish all naked flames / cigarettes. Do not switch on or off any electrical lighting, equipment or activate the fire alarm.
  • Turn off the gas supply service in the affected area of the building (if appropriate) and notify other occupiers. The nearest gas isolator valve should be labelled.
  • Evacuate the area immediately – the whole building if necessary.
  • Open windows and doors to ventilate the affected area.
  • Telephone: BRITISH GAS (TRANSCO) ON 0800 111999 

Information that should be reported:-

  • Callers name, address and telephone number (including organisations name).
  • Where the smell of gas is most noticeable.
  • When the smell of gas was first noticed.
  • Whether the gas has been turned off.
  • Is there any smell of gas outside.
  • Are there any special instructions for access.
  • Ensure a record or job number is kept.

Caution

  • Where there is any possibility of a flammable or explosive atmosphere being present in the building as a result of the leak then the fire alarm should not be used in any circumstances, including a possible gas leak.
  • It is not possible to be sure that the spark energies associated with the operation of some alarm components will not trigger an explosion.
  • In this case the evacuation should proceed by word of mouth through the building. On being informed, all occupants, including Fire Wardens / Nominated Fire Officers should proceed as though the alarm were sounding.

DIRECTORY OF NUMBERS

Alarms 

  • Intruder – ProActive maintenance – 01535 633917
  • Fire doors open – ProActive maintenance – 01535 633917
  • Fire –Proactive maintenance – 01535 633917

Building

  • ProActive Maintenance 01535 633917
  • Cleaning AquaBright – 01924 664311

Clinical System

  • Systmone – C/o PCT HIS – 0345 140 8000 Smartcards – Reset, Blocked, RO forms – Chris or Tracey.
  • Smartcards  – Passwords (Temporarily) – All Admin – especially Vicky,  Chris, Tracey

Clinical waste

  • Initial medical services – 01132 042 400

Electrical

  • ProActive Maintenance 01535 633917

Electricity Supply

  • Internal is Proactive 01535 633917,
  • External fault – C/o NHS PS.

Electric Door Locks

  • ProActive Maintenance 01535 633917
  • Equipment Medical-C/o Denes 0113 250 5070
  • Calibration C/o Calibration UK.
  • ECG via Technomed contract (PN’s)
  • Spiro – c/o micro medical contract (PN’s)
  • Office – Denes – or CSS – C/o  Linda, Chris, Chantelle.
  • Gas Supply
  • National agreement – GPS Health Team  EHNEnergy@gps.gsi.gov.uk

Heating (Boilers/Radiators)

  • ProActive Maintenance 01535 633917

Insurance

  • Buildings– C/o Landlord – Zurich – LB630767 – 01243 793700.
  • Contents –Towergate – 01438 739891 – Includes employers liability.

Lifts

  • ProActive Maintenance – 01535 633917
  • PC’s, Printers – Ashcroft Surgery & Midwives
  • C/o HIS  helpdesk – 0345 140 8000

Roller Shutters

  • ProActive Maintenance 01535 633917

 Security, Sanitary bins

  • (PHI) – c/o BDCT

Telephones

  • Practice Equipment & lines C/o Communicate Better (Was Chilli) – in hours 0843 5157350, OOH – email telecomsupport@communicatebetter.co.uk
  • Lift & Alarms lines – BT Redcare lines
  • Midwives Admin office –  Lines NTL Telewest – 0800 953 44 99, Phone HIS helpdesk 0345 140 8000

Waste (Trade)

  • AWM – 0845 456 7128 – arranged by BDCT

Frequently Asked Questions (FAQs)

  • The loss of either computer hardware or the core software must be notified immediately to the HIS by the plan holder/deputy Plan Holder.
  • CCG-owned IT hardware, including scanners and printers etc, are not covered by the practice insurance policy. The equipment and software will ultimately be replaced through the Health Informatics Service, but short term, it has been agreed that access to some essential equipment such as telephones will be available at the temporary accommodation.
  • Computer back up data is not on site anyway, but C/o HIS and Systmone.
  • Although difficult, clinical staff should still be able to see patients to deal with immediate issues.
  • In the event of a power failure within the building:
        • Check the main fuse boxes, which are situated in the cupboards – 1 behind reception, 1 opposite Pam room.
        • If felt fault within the building contract maintenance supplier. If off site problem, contact Electricity Supplier for emergency assistance/advice on length of power cut. If long, request generator support?
        • Consider cancelling surgeries until the power is restored, depending on circumstances
  • The following systems will not work:
        • Computers (fileservers only have an emergency power supply)
        • Heating
        • Clinical Refrigerators (Move items to other site/other practices fridges)
        • Lighting – emergency lighting only will be available in the main areas
  • The computers in the consulting rooms and other parts of the building should be switched off at the sockets, to prevent damage when the power is restored, but the file servers have UPS protection and should not need to be switched off
  • If the power is not going to be restored for some period of time, consideration should be given to finding alternative storage facilities for any vaccines in the refrigerators, possibly with one or more neighbouring practices. If the loss of power occurs overnight or at the weekend, all vaccines stored in the fridge must be checked and destroyed if temperatures have fallen below recommended levels.  All fridges have thermometers which should show minimum levels.  A list & items of all vaccines destroyed must be kept and the insurance company contacted to request a claim form.  Replacement fridges / drugs can be sourced from Denes, or their original supplier.
  • In the event of a gas leak in the building:
        • Turn off the gas using the shut off valve which is located in the box on the outside wall by the front right side doctor parking area.
        • Contact British Gas for emergency assistance (0800 111 999)
        • Consider cancelling all surgeries until such time as the problem is resolved, depending on circumstances/moving to other site.
  • Failure of gas fired heating/hot water:
        • Contact maintenance company
        • Separate boiler supplies all the hot water – check its pilot light is lit. Antiseptic hand gel is available for hand washing etc.
        • Electric heaters should be used as an alternative source of heat
  • Paper medical records are stored in lockable cabinets within the records room. However, they are summarised onto the clinical system and could be reconstructed from data held on the computer system data held off site if necessary. The stationary required to reconstruct summary medical records may be obtained from PYSE (Previously WYCSA), who may also be able to produce address labels with name, address, DOB and NHS number for each patient.
  • PYSE should also be able to supply a printout of all the patients registered to the Practice
  • Clinical supplies are through Denes Healthcare in Guiseley.
  • The local pharmacists and neighbouring practices may also be able to help

LOSS OF THE PREMISES

If the building becomes unavailable for use for any reason:-

  • The address of the premises is Ashcroft Surgery, Newlands Way, Eccleshill, Bradford. BD10 0JE.
  • All partners and staff who are already at work, together with patients and visitors, should be evacuated in line with fire procedures. (If the fire alarm is used to evacuate, then a ‘999’ call must also occur to the fire service to update why the auto alarm happened)
  • Immediate arrangements must be made to occupy suitable alternative accommodation, sending home staff as appropriate.
  • Contact other local surgeries – Moorside, Rockwell, Haigh Hall, Eccleshill Clinic.
  • The following options are to be considered a possibility:-
  • Eccleshill Community Hospital
  • Local school(s) – 01274 611327
  • Local facilities such as community centres
  • Home working for key personnel
  • Longer term, Portakabins in the car park or other local site. This would have to be  agreed with CCG, NHWS England, Bradford Council and with insurers
  • Using the contact list file (Asst manager office), all partners and staff who are still due to come in on shift must be contacted immediately to advise them:-
  • Which premises they should proceed to
  • Whether they should remain at home – if so, any instructions regarding home working should be relayed
  • As soon as it is possible to access the clinical system remotely, arrangements should be made to contact patients with outstanding appointments to either cancel them or advise them of the temporary premises as appropriate
  • The practice is protected by alarms and procedures in the event of a fire, break in or incident
  • All systems are regularly serviced.
  • Contact the maintenance cover for these.

The surgery have telephone numbers as follows:

  • Ashcroft Surgery
        • Reception 01274 612279
        • Fax line 01274 618593
        • Admin private line 01274 615338
  • The lines are provided by BT, via Chilli Telecom @ Pudsey – 0113 3400019.
  • Phone lines might be diverted to another line number within ½ hour by means of a call to BT/Communicate Better (was Chilli) 
        • If fault continuing out of hours – divert will need to be put on and off to OOH.
        • For a short term solution, calls to the practice can be diverted to either the fax line, any alternative telephone in the surgery, to the practice mobile, or to one of the doctors’ mobiles.
        • Where it is necessary to use the temporary accommodation, calls to the practice can be diverted there
  • In the event of a simple fault on the telephone system:
        • This should be reported to BT/Communicate Better (was Chilli)
        • If the fault cannot be rectified quickly, arrangements can be made with BT/Communicate Better for calls to be diverted as set out above
  • If the electricity supply fails:
        • The telephone system having a switch is dependent upon the electricity supply. Phones will be affected by this.
  • The stop valve for the water can be found in the waiting room patient toilet
  • Antiseptic hand gel is available in the consulting rooms and store room for hand washing etc
  • The toilets should be deemed out of order
  • Bottled water should be purchased immediately
  • Where incapacity or death has occurred during the course of business, the plan holder is responsible for co-ordinating the emergency response and ensuring that next of kin is informed
  • The inability of the practice to provide medical services due to the incapacity or death of one or more of the GPs, the CCG and PYSE must be notified immediately by the plan holder
  • Even if the practice is still able to provide medical services despite the incapacity or death of one or more of the GPs, the CCG and PYSE must still be notified immediately by the plan holder
  • Under the terms of the Partnership Agreement, if a partner is incapacitated through ill health from providing medical services to the patients, the remaining partners will cover for a period of 30 days, after which time the incapacitated partner is expected to provide a locum.
  • No prescriptions should be printed or written on prescription pads/ computer code for any GP who has died or has become long term (more 4 weeks) incapacitated:-
  • Any prescription pads etc in that GP’s name should be kept in a secure place by the plan holder until arrangements can be made to shred them.
  • Arrangements must also be made to suspend/delete the prescribing details of that GP on the computer.
  • Where incapacity or death has occurred during the course of business, the plan holder is responsible for co-ordinating the emergency response and ensuring that next of kin is informed
  • No formal arrangements are in place to cover the incapacity or death of members of staff except that wherever possible, other members of staff will be asked to cover for the absent staff member
  • In addition, the plan holder should:
  • Approach the CCG for assistance with short-term staffing, eg: resource sharing/nurse locum bank
  • Liaise with other practices to negotiate assistance as appropriate

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