Ayrshire and Arran NHS Board · the ke y dim ensi ons of the Health and Soc ial Care deliv ery plan...

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Ayrshire and Arran NHS Board

Monday 27 May 2019

Area Professional Committee Annual Reports for 2018/19

Author: Dr Janet McKay, Chair, Area Clinical Forum

Sponsoring Director: Mr John Burns, Chief Executive, NHS Ayrshire and Arran

Date: 18 April 2019

Recommendation

The Board is asked:

To note the Area Professional Committee Annual Reports 2018/19 as appended:

Appendix 1 Area Allied Health Professions Professional Committee Appendix 2 Area Dental Professional Committee Appendix 3 Area Healthcare Science Professional Committee Appendix 4 Area Medical Professional Committee Appendix 5 Area Nursing and Midwifery Professional Committee Appendix 6 Area Optical Professional Committee Appendix 7 Area Pharmaceutical Professional Committee Appendix 8 Area Psychology Professional Committee

To approve the revised Area Pharmaceutical Professional Committee and Area Psychology Professional Committee Constitutions (both shown at Appendix 1 to the Annual Report).

To acknowledge the challenge that exists for those professionals who wish to contribute to the Strategic Agenda and Organisational Development.

To continue to support the Committees’ future work.

Summary Rebuilding our National Health Service (2001) emphasised that NHS Boards should draw on the full range of Professional skills and expertise that exists in all parts of their local NHS system. These professions should provide advice on clinical and other professional matters. CEL 16 (2010) Area Clinical Forums (ACFs) suggested that NHS Boards further develop and enhance the role of ACFs and the individual Area Professional Committees which advise on profession specific issues. The current professional Committee structure was formed in 2001 and an additional Committee, the Area Healthcare Science Professional Committee was added in 2011.

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ACFs and their constituent members have a key role in supporting the implementation of the key dimensions of the Health and Social Care delivery plan (2016), the development of the Integration Joint Boards and the implementation of other key strategic documents such as: National clinical strategy, Realistic medicine, a vision for nursing, prescription for excellence, National Active and Independent Living Improvement Plan, both AHP and HCS delivery plans and National Workforce Plan.

Developing ACFs within this broader strategic context aims to harness the knowledge, skills and commitment of clinicians across NHS Scotland.

Throughout the year the ACF has been involved in a range of consultations and discussions, helping to influence and support the NHS Board in its ongoing development, at the same time as supporting and influencing at a Scottish level through the National ACF. The ACF is committed to continuing this support The strength of the ACF lies in the multi-disciplinary nature of its membership and the crosscutting themes from all Professional Committees over the year are described below.

Key Messages from ACF:

ACF and Professional Committees are keen to continue to support and engage with the Transformational change programme

• The support of senior management for the Professional Committee structure isimportant and welcomed, but not always equal across the Committees.

• ACF and the Professional Committees continue to be involved in a range ofimprovement programmes across the professions.

• Workforce issues are a cause for serious concern for the ACF and the ProfessionalCommittees.

• ACF are supportive of the progress being made within integration and are keen tostrengthen relationships between the ACF, the Professional Committees and theIntegrated Joint Boards.

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Glossary of Terms

NHS A&A AAHPPC ACE ACF ACP ADPC ADTC AHP AMD AOPC APPC APsyPC BPS BSL CBT CPD DCP DMT DPA GDP GDS GMS GOS GP HSCP HDS MDT NDIP NMC OHIP OOH PDS PGD PPC SPSP

NHS Ayrshire and Arran Area Allied Health Professions Professional Committee Adverse Childhood Experience Area Clinical Forum Association of Clinical Psychologists Area Dental Professional Committee Area Drug and Therapeutics Committee Allied Health Profession Associate Medical Director Area Optical Professional Committee Area Pharmaceutical Professional Committee Area Psychology Professional Committee British Psychological Society British Sign Language Cognitive Behavioural Therapy Continuous Professional Development Division of Clinical Psychology Dental Management Team Dental Practice Advisor General Dental Practitioner General Dental Service General Medical Services General Ophthalmic Services General Practitioner Health and Social Care Partnership Hospital Dental Service Multi-disciplinary team National Dental Inspection Programme Nursing and Midwifery Council Oral Health Improvement Plan Out of Hours Public Dental Service Patient Group Directions Pharmacy Practices Committee Scottish Patient Safety Programme

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Monitoring Form

Policy/Strategy Implications Not applicable

Workforce Implications Not applicable

Financial Implications Not applicable

Consultation (including Professional Committees)

This report has been informed by the contribution of the members of the Area Professional Committees and has been approved by each of these Committees.

Risk Assessment This report has been informed by the contribution of the members of the Area Professional Committees and has been approved by each of these Committees.

Best Value Vision and leadership Effective partnerships Governance and accountability Use of resources Performance management

Not applicable

Compliance with Corporate Objectives

The Scottish Government Health and Social Care Directorate stipulates close involvement of clinical staff in leading and developing services.

Single Outcome Agreement (SOA)

Not applicable

Impact Assessment

Not applicable

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Appendix 1 NHS Ayrshire & Arran Area Allied Health Professions Professional Committee

Annual Report for 2018/19

1. Summary

1.1 The Area Allied Health Professions Professional Committee (AAHPPC) continues to participate fully on issues relevant to AHP including finance, workforce, bed/service redesign, new models of care, transformation and sustainability.

1.2 Key Messages • With devolution of AHP services, the committee has a new lead Director,

Professor Hazel Borland. We continue to value attendance of the AHPAssociate Director/AHP Senior Manager, which allows open discussion ona wide range of topics.

• The committee is aware of the significant financial challenges facing NHSAyrshire & Arran. We will continue to participate in the Health and CareDelivery Plan and transformation and sustainability.

2. Remit

2.1 The Committee’s Terms of Reference are detailed at Appendix 1 to this report.

3. Membership

3.1 Please outline the Committee’s membership during the reporting period.

Ms Carol Kirk, Occupational Therapy representative (Chair) Ms Louise Sinclair, Podiatry representative (Vice Chair) Mrs Karen Barclay, Speech and Language Therapy representative Ms Ruth Barclay-Paterson, Dietetics representative Mr Darren Brand, Orthoptics representative Mrs Fiona Ferguson, Radiography representative Ms Nicola Gault, Radiography representative Mrs Vivienne Goldie, Occupational Therapy representative Ms Caryn Gray, Podiatry representative Ms Madelaine Halkett, Physiotherapy representative Mr David Hamilton, Arts Therapies representative Ms Suzanne Kean, Dietetics representative Ms Marion Sloan, Orthoptics Representative Mrs Jane Stewart, Speech and Language Therapy representative Ms Gemma Taylor, Physiotherapy representative

4. Meeting

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4.1 The Committee met on seven occasions between 1 April 2018 and 31 March 2019.

4.2 The NHS Board has previously agreed that attendance at Committee meetings should be recorded in the relevant Annual Report. The attendance record of each member is shown below (x indicates attended).

Dates Member 17/5/18 21/6/18 16/8/18 4/10/18 29/11/18 31/1/19 21/3/19

Carol Kirk (Chair) X X X X X

Louise Sinclair (Vice Chair since 16/8/19)

X X X

Karen Barclay X X X X X

Ruth Barclay-Paterson

X X X

Darren Brand – X X X X

Fiona Ferguson

Nicola Gault X

Vivienne Goldie X X

Caryn Gray X X

Madelaine Halkett

David Hamilton X

Suzanne Kean X X X X X

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Marion Sloan (alternates attendance with Darren Brand)

X

Jane Stewart X X X X X

Gemma Taylor X X X

5. Committee Activities

5.1

5.2

5.3

5.4

5.5

5.6

5.7

5.8

Caring for Ayrshire Event

The Chair and Vice Chair attended this event.

Attendance at Professional Leadership Group

Professor Hazel Borland, has recently invited Chair of AAHPPC to attend thesemeetings. This will further strengthen the link between Lead Director andAAHPPC.

Attendance of Tim Eltringham, Director, South Ayrshire H&SC Partnership

Tim attended committee meeting in May 2018. A wide ranging discussion tookplace on the forthcoming devolution of AHPs to the 3 partnerships and committeeconcerns around change to budgets during the financial year and concerns on lossof flexibility. Also discussed bed reconfiguration, workforce pressures and finance.

Attendance of Professor Hazel Borland, Nurse Director

Hazel attended to speak on the paper titled Clinical governance framework; nonmedical models of care (which is for nurse/AHP consultant level staff).

AHP Clinical Improvement Board

A committee member attends and provides feedback on the workstreams in theAHP local development plan (2016-19).

AHP Health and Social Care Governance Group

A committee member attends these meetings.

AHP Workforce Group

The Chair attends these meetings.

Communication between Committee and AHPs

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5.9

After each meeting, bullet points are circulated to all AHPs outlining the main topics discussed..

Advice provided to NHS Board

The Committee continues to fulfil its remit to review and comment on Board papers and other documents. Documents discussed include Regional WoS planning discussion document, Clinical governance framework:non-medical models of care, primary care transformational plan, Biggart community hospital redesign and reconfiguration update (June 2018), Models of care for older people and adults with complex needs, NES position statement on supervision for AHPs, Non-medical prescribing for AHPs and National health and social care workforce plan. The Chair or Vice Chair attends ACF to provide feedback on papers and documents reviewed.

6. Priorities for 2019/20

6.1 Another busy year is anticipated. Committee are aware of the financial challenges ahead. Priorities include the committee participating in discussions on commissioning of AHP services and the development of an AHP workforce tool. The Primary Care Improvement Plan, Mental Health Strategy and the Public Health Strategy are all relevant to AHPs and we will continue to participate in the good work already undertaken within these strategies. AHPs work in a wide range of settings whether this be largely lone working, or, as part of a MDT and are well placed to be an integral part of the Health and Care Delivery Plan and transformation. Our emphasis will continue to be providing “the healthiest life possible for the people of Ayrshire and Arran”.

7. Chair’s comments

7.1 In conclusion, another busy year for the committee and for AHPs in general as 2018 saw AHPs being devolved to the 3 Health and Social Care Partnerships. There was also the expansion of integrated care and enablement services. Some members have stepped down from committee and I would like to thank them for their contribution. Louise Sinclair has taken up post of vice chair and I congratulate Louise on her appointment. I would also like to welcome new members to the committee. Committee would like to acknowledge the valuable assistance given to committee by Angela O’Mahony, Committee Secretary. Members of committee also thank Billy McClean, Associate Director of AHP Services and the AHP Senior Managers for their attendance at Committee. Billy has now taken up a new post and we look forward to working closely with the new Associate Director of AHP Services once appointed.

Ms Carol Kirk Chair – Area Allied Health Professions Professional Committee

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Version: 00.1 Date Approved: 21/05/2018 Status: Approved Page: 1 of 8

Author: Ms Carol Kirk, AAHPPC Chair

Appendix 1

NHS AYRSHIRE & ARRAN

AREA ALLIED HEALTH PROFESSIONS PROFESSIONAL COMMITTEE

CONSTITUTION AND TERMS OF REFERENCE

1. Title

The Committee will be called the “Ayrshire and Arran Area Allied Health ProfessionsProfessional Committee” (AAHPPC).

For the purposes of this Constitution, unless otherwise indicated, “Committee”means the Ayrshire and Arran Area Allied Health Professions ProfessionalCommittee, “NHS Board” means the Ayrshire and Arran National Health ServiceBoard and the “Area” means the Ayrshire and Arran NHS Board Area.

The National Health Service (Scotland) Act 1978, as amended by the NationalHealth Service and Community Care Act 1990, makes provision for the recognitionby a Health Board of a Committee representative of the professions in its area. TheHealth Act 1999 further amended the NHS (Scotland) Act 1978 to extend the remitof professional advisory Committees to include the provision of advice to NHSTrusts. The general principles considered suitable for application to such aCommittee are set out in NHS Circular Gen (1992) 17 and NHS Circular Gen (1999)26.

The Committee shall represent the following professions: -

Arts Therapists (Art, Music, Dramatherapy)DietitiansOccupational TherapistsOrthoptistsOrthotists & ProsthetistsPhysiotherapistsPodiatristsRadiographersSpeech and Language Therapists

2. Functions

The Committee’s role is to advise, at the NHS Board’s request, or on its owninitiative, authoritatively and promptly on: -

The health and professional service needs of the local population Professional Issues which impinge on patient care The creation and maintenance of effective and ongoing communication with key

AHP stakeholders e.g. Associate Director for AHPs and AHP senior managers. The creation and maintenance of effective links with all other Area Professional

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Committees Any other professional and other functions as may be prescribed in future under

the above acts and guidance Where appropriate the professional implications associated with contracts for the

provision of these services

In so doing the Committee will reflect all AHPs professions locally and not any single profession, faction or geographical grouping.

These functions will support the multi-professional Area Clinical Forum by:

Reporting the business of the Area Professional Committees to ensure a co-ordinated approach on clinical matters among the different professions andwithin the component parts of the local NHS system (acute services, primarycare, health improvement etc) private practitioners and local authorities;

Providing input on service design, redesign and development priorities and inthis way playing an active role in advising the Area Clinical Forum on potentialfor service improvement;

Sharing best practice among the different professions and actively promotingmulti-disciplinary working – in both health care and health improvement;

Engaging widely with local clinicians and other professionals, leading to broaderparticipation in the work of the Committee;

Providing the Area Clinical Forum with a clinical perspective on the developmentof the Strategic Plan and the NHS Board’s strategic objectives;

Investigating and taking forward particular issues on which clinical input isrequired on behalf of the Area Clinical Forum, taking into account the evidencebase, best practice, clinical governance etc and make proposals for theirresolution. The Committee should be pro-active as well as re-active on theseissues;

Advising the Area Clinical Forum on specific proposals to improve the integrationof services, both within local NHS systems and across health and social care.

3. Membership

3.1 The Committee will be representative of the whole of each profession in the area and be elected on the basis of merit, knowledge and experience. It will comprise of no more than two voting members from each of the professions listed under section 1 to reflect as best as practicable the diversity of the profession and hence representation. Those professions who provide services locally and are not employed in Ayrshire and Arran shall attend in a non-voting/advisory capacity.

Associate Director for AHPs will be advised of meetings and they, or another AHP senior manager, may be present in an “in attendance” capacity.

4. Roles and Responsibilities of Members

Each member represents and acts on behalf of their entire professional group.Engagement with professions will involve both early proactive involvement andconsultation. For further details of roles, responsibilities and communicationsystems see AAHPPC Induction Pack.

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5. Method of Elections

5.1 Election of Ordinary Member

Each profession represented by the Committees shall elect members who must be practising in Ayrshire and Arran. To ensure continuity within professional groups each Committee will canvas and elect or nominate professional members in the following way:

The number of places available on the Committee and the professions requiringrepresentation should be notified by the Chair of the Committee to the CorporateBusiness Manager.

The Committee Secretary will make contact with all individuals practising in theparticular field identified, where relevant taking due cognisance of the sub-specialisation on particular Committees.

Current members of the Committee may stand for re-election if their term ofoffice is due for renewal.

Nomination forms will be sent out by the Committee Secretary, to all individualsinviting interest. Forms, including guidance on the role and remit of Committeemembership, must be signed by an individual’s line manager in order to indicateservice support, competence and capacity. It will contain a deadline dateallowing four full weeks, for return of nomination forms. A supporting statementshould accompany returned forms.

Where nominees received are equal to places on the Committee an election willnot be required and nominees can be appointed a seat within the Committee.

Where more nominees come forward than places on the Committee an electionwill take place and the following process adhered to:

Supporting statements and numbered ballot papers will be sent out to allindividuals practising in the designated field. Copies of these papers will alsobe circulated to the members of the Committee for information.

A deadline date, allowing two full weeks, will be set for the return of the ballotpapers. If more than one ballot paper with the same number is received, allpapers with the same number will be deemed ‘spoilt’.

All ballot papers should be returned to the Corporate Business Manager,NHS Ayrshire & Arran, Eglinton House, Ailsa Hospital, Ayr, KA6 6AB, byclose of business on the deadline date.

Votes will be counted by the Corporate Business Manager in the presence oftwo independent witnesses.

Where more than two candidates are nominated for election, a SingleTransferable Vote system will be used. Under this system, members of theProfession will be invited to rank the candidates on the ballot paper putting a"1" next to their first choice, a "2" next to their second choice and so on.

Where a member's first choice candidate has too few votes to be elected,their vote will be transferred to their second choice candidate and so on, untila candidate with the most votes is identified and is elected to the vacancy.

The Corporate Business Manager will notify the nominees and the Chair of the

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Professional Committee, of the outcome of the election within 5 working days.

5.2 Election of Chair and Vice Chair

The Officer standing down should give the Committee 6 weeks notice, of theirintention. This should be submitted in writing to the Corporate BusinessManager.

Following the announcement an e-mail will be circulated, by those providingadministrative support to the Committee within 5 working days. This will be sentto all members of the Committee seeking nominations for the position available.A deadline of one week prior to the next meeting will be set. Upon receipt ofnominations the Committee will be advised of candidates wishing to beconsidered for the role.

Immediately prior to the next meeting those who have indicated their intention tostand will speak to the Committee with regard to the contribution they wouldmake in the particular role.

Where one nominee is received the nominee will be appointed to the appropriatevacancy. Where there is more than one nominee, the following process will beadhered to:

Numbered ballot papers will be distributed to those attending on the day whoare eligible to vote. Members who are unable to attend on the day shouldindicate their voting preference to the Committee Secretary prior to themeeting.

Ballot papers should be completed and returned to the Committee Secretarywho will act as returning officer.

The Committee Secretary will, in the presence of those members attendingon the day, count the votes and announce the result.

The Committee meeting will then commence with the successful candidatetaking up their new role. Where feasible a period of “handover” will providesupport for the incoming Chair from the out-going Chair

Where more than two nominees put themselves forward for a position thenthe Single Transferable Vote system as detailed above will be used. In theevent that there are no nominations received for the role of Vice Chair of theCommittee, this will rotate among Committee members according to a pre-agreed set period of time.

6. Co-option of Members

The Committee may co-opt up to 2 additional members who it considers may have aparticular contribution to the work of the Committee. The term of office of co-optedmembers is at the discretion of the Committee and will be reviewed every 6 months.Co-opted members will act in an advisory capacity.

7. Tenure of Office of Members

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The terms of office of members of the Committee will be 4 years (commencing Feb/March in the relevant year). Where occasional vacancies have not occurred, half of the membership of the Committee will be considered for re-election every two years in a staggered membership cohort. Committee members will be eligible for re-election.

8. Election of Officers

Prior to the first regular meeting in April every other year, the Committee will identifythose eligible for re-election and elect from its members, a Chair and Vice-Chair toserve a term of 2 years. The Chair and Vice Chair will be eligible for re-election fora further term of 2 years.

In order to maintain continuity and to succession plan, these positions should not bevacated simultaneously, and therefore in the first year the Vice Chair will be electedfor one year and thereafter eligible for two years.

9. Executive Members

The Chair and Vice Chair will comprise the Executive of the Committee. TheExecutive will be empowered to consult with key stakeholders as appropriate andmake recommendations on behalf of the Committee where decisions are required,before the next NHS Board meeting. The Executive must report all such decisionsto the Committee for ratification.

The Executive will also endorse any recommendations of any sub Committees ofthe Committee. Where the Executive cannot endorse the recommendations, thematter must be referred to the Committee for consideration.

10. Casual Vacancies

A member who ceases to be representative of their electoral body will vacate his/herseat on the Committee and a casual vacancy will be declared.

Members of the Committee may at any time, by notice in writing by them anddelivered to the Committee Secretary, resign their seat.

A casual vacancy will be fi lled by the appointment of a new representative from therelevant electoral body by the Committee, whose name will be notified to theCommittee Secretary forthwith. New representatives will hold office for theremainder of the term of office of the member in whose place they are appointed.Pending this appointment, the proceedings of the Committee will not be invalid byreasons of a vacancy.

Where a member of the Committee has been absent from three consecutivemeetings of the Committee, of which appropriate notice had been given, theCommittee may, unless they are satisfied that the member’s absence was due toillness or other reasonable cause, declare that the seat on the Committee has beenvacated, and, thereupon, a casual vacancy will be declared.

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11. Representation on the Area Clinical Forum

The Committee will, pro-actively and as requested by the NHS Board, communicatewith and advise the Area Clinical Forum in professional and clinical matters. Thiswill be conducted through the attendance of the Chair or Vice Chair of the AreaProfessional Committee on the Area Clinical Forum as full members.

12. Committee Decision

Where the Committee is asked to give advice on a matter and a majority decision isreached the Chair will report the majority view and will also make known anyminority opinion and present the supporting arguments for all view points.

13. Meetings

Meetings will usually be held on an 8-weekly basis to synchronise with the NHSBoard meeting calendar, but this can be varied at the discretion of the Chair.

The Committee has the right to alter or vary these arrangements to cover holidaymonths or other circumstances.

ApologiesIn the event of a member of the Committee being unable to attend, apologies forabsence should be sent to the Committee Secretary at the earliest opportunity.

Persons not Members of the CommitteeThe Committee is able to invite persons who are not members of the Committee toattend meetings as outlined in point 5 of this Constitution.

Annual ReportThe Committee will produce an Annual Report on its work for the year. This shouldbe presented at an Annual General Meeting and submitted to the NHS Board in Mayeach year.

14. Quorum

Representation from 5 professions will be deemed a quorum.

15. Notice of Meetings

The Committee Secretary will send agenda, minutes and notices of meetings toevery member of the Committee at least 5 working days before the day of themeeting. Failure by one or more members to receive papers will not invalidateproceedings.

16. Minutes

Draft minutes will be issued within 5 working days of the meeting to the Committeemembers. Minutes of all meetings will be submitted, once ratified by the Committee,

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to the Area Clinical Forum and the Chief Executive of the NHS Board.

17. Extraordinary Meetings

Two members may, by writing to the Chair, request an extraordinary meeting of theCommittee and should specify the business to be discussed at such a meeting. TheChair’s decision on whether to accede to the request will be final, and must bereported to the next ordinary meeting of the Committee.

18. Administrative Support

Administrative support to the Committee will be provided through the CommitteeSecretary. This will include the review of policy documents, summarising thedocuments and ensuring that they are issued for consultation appropriately and tothe relevant Area Professional Committees. Additionally the Committee Secretarywill ensure that copies of the minutes, agenda and other relevant papers areprepared and circulated to the relevant Committees.

19. Conduct of Meetings

The Chair will be responsible for the conduct of the meetings and for ensuring, inclose consultation with the NHS Board, that the agreed recommendations of theCommittee are conveyed to the Area Clinical Forum and the Chief Executive of theNHS Board.

20. Sub-Committees

The Area Professional Committee may appoint ad hoc Sub Committees asappropriate to consider and provide advice on specific issues.

21. Delegated Authority of Sub-Committees

Sub-Committees will have delegated to them such authority as may be agreed bythe parent Committee. The parent Committee will approve all Sub-CommitteeConstitutions.

22. Alteration To Constitution

The Constitution will be altered only by a majority of not less than two thirds of themembers present at a special meeting of the Committee called for purpose, ofwhich, at least 14 days notice will be given setting out the proposed alteration oramendment. Such alterations or amendments so approved will be intimated to eachmember of the Committee, and to the NHS Board for approval prior toimplementation.

23. Confidentiality

All members of the Committee will be responsible for maintaining the confidentialityof NHS Ayrshire & Arran documents, whilst liaising appropriately in order to fulfil the

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Version: Date: Summary of Changes: Approved by 00.1 22/03/2018 Clarification of stakeholders and those in

attendance. AAHPPC 22/03/2018 ACF 18/05/2018 NHS Board 21/05/2018

Committee role and remit. The Chair will rule where necessary to advise on the confidentiality of documents.

24. Conflict of Interest

Members are elected to act objectively and will declare any possible conflict ofinterests as soon as possible after the commencement of a meeting.

25. Area Clinical Forum

The Chair or Vice-Chair will represent the Committee at the meetings of the AreaClinical Forum. The Chair is eligible for nomination for election to the post of Chairof the Area Clinical Forum.

26. Expenses

Members of the Committee and Sub-Committee who incur reasonable expenses willhave travelling and other allowances, including compensation for the loss ofremunerative time, defrayed by the NHS Board, subject to the approval of the FirstMinister. Payments will only be made as respects the exercise of functionsconferred and where they are not met by any other body.

27. PublicityNo member of the Committee will make any official statement in public or to thePress, pertaining to the work of the Committees, without prior consultation with theChair or Vice-Chair.

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Appendix 2 NHS Ayrshire & Arran Area Dental Professional Committee


1. Summary

1.1 The Area Dental Professional Committee has continued to advise the Board on a wide range of issues and has had a busy year with excellent attendance. It has debated and provided comment on issues pertinent to the profession, both locally and nationally and provided comment on Board papers.

The Committee has been kept appraised of the Oral Health Strategy and has provided input to the 2019-2023 planning phase as it ties in with the ambitions of the national Oral Health Improvement Plan (OHIP). Improving registration rates of the under 2s, supporting the Childsmile Programme and reducing child admissions for dental general anaesthetics are some of the key target areas as well as improving access to enhanced adult services.

The Committee highlighted the variations in guidance given to patients prescribed bisphosphonates in relation to the importance of maintaining good oral health both from GPs and Pharmacists and were very pleased that our professional colleagues have worked together and this has hugely improved and will have a beneficial impact for these patients. The Committee in addition has links to the Quality Improvement Initiative in Dentistry, a collaborative of dental and pharmacy colleagues that this year is focusing on antimicrobial stewardship.

Communication between secondary care and the General Dental Services (GDS) is confined to paper only and the Committee is pressing for changes to be instigated to facilitate electronic correspondence. There is presently ongoing work on this project and we look forward to working with our secondary care colleagues to roll this out in the future.

The Committee are kept appraised of the transformational change agenda within the HB and Partnerships. The Committee is also feeding into the Infant, Children and Young People’s Transformational Change Programme workstream. In particular, the development of an oral health pathway for care experienced children and young people locally that will be shared with the national Independent Care Review

In addition to the statutory membership, the Committee meetings have been routinely attended by the Clinical Director (Dental), Consultants in Dental Public Health, Primary Care Senior Services Manager, Assistant Manager and the Head of Primary Care and OOH Services and their input and positive interactions with the Committee are much valued and welcomed.

1.2 Key Messages

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• Access for patients to NHS dental services within Ayrshire and Arranremains extremely good.

• The roll out of specialist dental services, such as sedation, from the PDS toGDS has continued to be rolled out with much wider access available.

• NDIP (National Dental Inspection Programme) figures for Ayrshire andArran show that primary school children disappointingly have slightly moredecay experience than the national average, highlighting the need for thisage group as a priority in the Oral Health Strategy.

• The Committee ratified the latest review of arrangements that exist foracting on and supporting governance and performance issues within theprofession.

• Improved signposting of patients with dental problems within GP surgeriesand pharmacies is being well received.

• The Committee continues to support GDPs in attaining their quota ofQuality Improvement activity for the 2016-2019 cycle by assisting withprojects and other activities.

2. Remit


3. Membership

3.1 The Committee continues to have a full membership and once again the meetings have been extremely well attended in the past year. This has allowed meetings to be both enthusiastic and effective. Mr Donald MacFarlane, PDS Representative moved to another NHS Board and this vacancy has been filled by Ms Gillian Ward, Dental Officer, Northwest Kilmarnock Area Centre on a casual basis.

4. Meeting

4.1 The Committee met on six occasions between 1 April 2018 and 31 March 2019.


Dates Member 15/5/18 14/8/18 2/10/18 27/11/18 29/1/19 19/3/19

Martin Wishart X X X X X X

Malcolm Balfour X X X X

Peter Byrne X X X X X

Edward Coote X X X X X X

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Ian Donaldson X X X X

Jonathan Dougherty X X X X

Padraig Ferry X X X

Stuart Hislop X X

Ioannis Levisianos X X X X

Joe McConville X X X

Donald MacFarlane X X X Vacancy Gillian Ward

Gillian Ward

Iain McFarlane X X X X


5.1 • Ayrshire and Arran Oral Health Action Plan 2016-19 and 2019-2023.• Continued updates on the Partnerships progress and activities.• Transformational Change.• OHIP implications and how Ayrshire and Arran is best placed for

implementation.• GDPR.• Breastfeed Happily Here Ayrshire promotion.• National Dental Inspection Programme (NDIP) results.• SPSP in dental practice.• Modernising correspondence between secondary and primary care.


6.1 • The implementation of the Oral Health Improvement Plan (OHIP) continuesat a slow pace with more detail still to be forthcoming. With the continuedroll out the Committee will be influential to ensure that the ambitions ofOHIP dovetail with the Oral Health Strategy and are maximised within theHealth Board area

• A recent survey has shown that Brexit may have minimal impact on thedental workforce within Ayrshire and Arran but it could manifest in otherways. The Committee will keep this situation under review and adviseaccordingly.

• At the suggestion of the Committee work is underway with the DMT (DentalManagement Team) and our secondary care colleagues to have allcorrespondence paperless and would like to see this realised in the comingyear.

• Participation with the Transformational Change agenda.• Explore widening the membership to include the addition of a DCP (Dental

Care Professional) to the Committee.

7. Chair’s Comments

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7.1 It has been another very busy year for the Committee and the members have to be commended on their attendance and willingness to engage in Committee business. The Committee is hugely grateful to the attendees without whom the Committee would be much poorer informed and appraised of pertinent issues. We are grateful for the continued secretarial support for the Committee

Martin Wishart Chair – Area Dental Professional Committee

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Author: Mr Martin W ishart, ADPC Chair

Appendix 1

NHS Ayrshire & Arran

Area Dental Professional Committee

Constitution and Terms of Reference

1. Title

The Committee will be called the “Ayrshire and Arran Area Dental ProfessionalCommittee”.

For the purposes of this Constitution, unless otherwise indicated, “Committee”means the Ayrshire and Arran Area Dental Professional Committee, “NHSBoard” means the Ayrshire and Arran National Health Service Board and the“Area” means the Ayrshire and Arran NHS Board Area.

The Committee is elected by and representative of the dental practitioners ofthe area administered by the Area NHS Board for Ayrshire and Arran for thepurposes of Section 13(1) of the National Health Service (Scotland) Act 1972,and being the Committee recognised by the Secretary of State for Scotland forthe purpose of Section 16(1) of that Act.

It will carry out the functions prescribed for Area Dental Committees under theNational Health Service (Scotland) Act 1972 and subsequent Acts, and anyrules, orders or regulations made there under.

2. Functions

The Committee’s role is to advise, at the NHS Board’s request, or on its owninitiative, authoritatively and promptly on:-

• The dental health and professional service needs of the local population• Issues which impinge on patient care• To create and maintain effective links with all other Area Professional

Committees.• Any other professional and other functions as may be prescribed in future

under the above acts and guidance• Where appropriate the implications associated with contracts for the

provision of these services

In so doing the Committee will reflect the views of the whole profession locally and not any faction or geographical grouping.


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• Reporting the business of the Area Professional Committees to ensure aco-ordinated approach on clinical matters among the different professionsand within the component parts of the local NHS system (acute services,primary care, health improvement etc);

• Providing input on service design, redesign and development priorities andin this way playing an active role in advising the Area Clinical Forum onpotential for service improvement;

• Sharing best practice among the different professions and activelypromoting multi-disciplinary working – in both health care and healthimprovement;

• Engaging widely with local clinicians and other professionals, leading tobroader participation in the work of the Committee;

• Providing the Area Clinical Forum with a clinical perspective on thedevelopment of the Local Health Plan and the NHS Board’s strategicobjectives;

• Investigating and taking forward particular issues on which clinical input isrequired on behalf of the Area Clinical Forum, taking into account theevidence base, best practice, clinical governance etc and make proposalsfor their resolution. The Committee should be pro-active as well as re-activeon these issues;

• Advising the Area Clinical Forum on specific proposals to improve theintegration of services, both within local NHS systems and across healthand social care.

3. Membership

The Committee will be representative of the whole profession in the area andbe elected on the basis of merit, knowledge and experience. It will comprise ofno more than twelve voting members to reflect as best as practicable thediversity of the profession and hence representation.

The members must provide treatment in NHS Ayrshire & Arran andmembership will be made up of:

1. Seven General Dental Practitioners who provide the full range of NHStreatments for all patient categories or Specialist Primary Care DentalPractitioners listed to provide NHS services.

2. Three from Public Dental Services3. Two from Hospital Dental Services.

Members must be of good standing within the Dental Profession.

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If insufficient dentists of any class are nominated or willing to accept office to attain the foregoing representation, then a dentist from another branch may be elected in lieu.




• The number of places available on the Committee and the professionsrequiring representation, should be notified by the Chair of the Committee,to the Corporate Manager.

• The Corporate Department will make contact with all individuals practisingin the particular field identified, where relevant taking due cognisance of thesub-specialisation on particular Committees.

• Current members of the Committee may stand for re-election if their term ofoffice is due for renewal.

• Nomination forms will be sent out by NHS Ayrshire and Arran CorporateDepartment, to all individuals inviting interest. Forms will contain deadlinedate allowing four full weeks, for return of nomination forms. A supportingstatement should accompany returned forms.

• Where nominees received are equal to places on the Committee anelection will not be required and nominees can be appointed a seat withinthe Committee.

• Where more nominees come forward than places on the Committee anelection will take place and the following process adhered to:

Supporting statements and numbered ballot papers will be sent out to all individuals practising in the designated field. Copies of these papers will also be circulated to the members of the Committee for information.

A deadline date, allowing two full weeks, will be set for the return of the ballot papers. If more than one ballot paper with the same number is received, all papers with the same number will be deemed ‘spoilt’.

All ballot papers should be returned to the Corporate Manager, NHS Ayrshire and Arran, Corporate Department, Eglinton House, Ailsa Hospital, Ayr, KA6 6AB, by close of business on the deadline date.

Votes will be counted by the Corporate Manager in the presence of two

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independent witnesses.

Where more than two candidates are nominated for election, a Single Transferable Vote system will be used. Under this system, members of the Profession will be invited to rank the candidates on the ballot paper putting a "1" next to their first choice, a "2" next to their second choice and so on.

Where a member's first choice candidate has too few votes to be elected, their vote will be transferred to their second choice candidate and so on, unti l a candidate with the most votes is identified and is elected to the vacancy.

• The Corporate Manager will notify the nominees and the Chair of theProfessional Committee, of the outcome of the election within 5 workingdays.

• Should vacant seats remain following this process, nominations to theremaining seats will be sought at the Annual General Meeting.

4.2 Election of Chair, Vice Chair and Professional Secretary

• The Officer standing down should give the Committee 6 weeks’ notice, oftheir intention. This should be submitted in writing to the CorporateManager.

• Following the announcement an e-mail will be circulated, by thoseproviding administrative support to the Committee within 5 working days.This will be sent to all members of the Committee seeking nominations forthe position available. A deadline of one week prior to the next meetingwill be set. Upon receipt of nominations the Committee will be advised ofcandidates wishing to be considered for the role.

• Immediately prior to the next meeting those who have indicated theirintention to stand will speak to the Committee with regard to thecontribution they would make in the particular role.

• Where one nominee is received the nominee will be appointed to theappropriate vacancy. Where there is more than one nominee, thefollowing process will be adhered to:

Numbered ballot papers will be distributed to those attending on the daywho are eligible to vote. Members who are unable to attend on the dayshould indicate their voting preference to the Committee Secretary prior tothe meeting.

Ballot papers should be completed and returned to the CommitteeSecretary who will act as returning officer.

The Committee Secretary will, in the presence of those members

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attending on the day, count the votes and announce the result. The Committee meeting will then commence with the successful candidate taking up their new role.

• Where more than two nominees put themselves forward for a position then the Single Transferable Vote system as detailed above will be used. In the event that there are no nominations received for the role of Vice Chair of the Committee this will rotate among Committee members according to a pre-agreed set period of time.


The Committee may co-opt up to 2 additional members who it considers may

have a particular contribution to the work of the Committee. The term of office of co-opted members is at the discretion of the Committee and will be reviewed every 6 months. Co-opted members will act in an advisory capacity.


The terms of office of members of the Committee will be 4 years (commencing 1 April in the relevant year). Half of the membership of the Committee will be considered for re-election every two years in a staggered membership cohort. Committee members will be eligible for re-election.


At its first regular meeting in April every other year, the Committee will elect

from its members, a Chair and Vice-Chair to serve a term of 2 years. The Chair and Vice Chair will be eligible for re-election for a further term of 2 years but thereafter, unless approved by the Board, will be required to demit office for at least one term.


The Chair and Vice Chair will comprise the Executive of the Committee. The Executive will be empowered to consult and make recommendations on behalf of the Committee where decisions are required, before the next NHS Board meeting. The Executive must report all such decisions to the Committee for ratification.

The Executive will also endorse any recommendations of any sub Committees of the Committee. Where the Executive cannot endorse the recommendations, the matter must be referred to the Committee for consideration.

9. Casual Vacancies

• A member who ceases to be representative of their electoral body will vacate his/her seat on the Committee and a casual vacancy will be

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declared.

• Where a member of the Committee has been absent from threeconsecutive meetings of the Committee, of which appropriate notice hadbeen given, the Committee may, unless they are satisfied that themember’s absence was due to illness or other reasonable cause, declarethat the seat on the Committee has been vacated and, thereupon, a casualvacancy will be declared.

• Members of the Committee may at any time, by notice in writing by themand delivered to the Committee Secretary, resign their seat.

• A casual vacancy will be filled by the appointment of a new representativefrom the relevant electoral body by the Committee, whose name will benotified to the Committee Secretary forthwith. New representatives willhold office for the remainder of the term of office of the member in whoseplace they are appointed. Pending this appointment, the proceedings ofthe Committee will not be invalid by reasons of a vacancy.


The Committee will, pro-actively and as requested by the NHS Board,communicate with and advise the Area Clinical Forum in professional andclinical matters. This will be conducted through the attendance of the Chairand/or Vice Chair of the Area Professional Committee on the Area ClinicalForum as full members.


Where the Committee is asked to give advice on a matter and a majoritydecision is reached the Chair will report the majority view and will also makeknown any minority opinion and present the supporting arguments for all viewpoints.

12. Meetings

Meetings will usually be held on an 8-weekly basis to synchronise with theNHS Board meeting calendar, but this can be varied at the discretion of theChair.

The Committee has the right to alter or vary these arrangements to coverholiday months or other circumstances.

Committee Members

In the event of a member of the Committee being unable to attend, apologiesfor absence should be sent to the Committee Secretary.

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Persons not Members of the Committee

The Committee is able to invite persons who are not members of the Committee to attend meetings.

Annual Report

The Committee will produce an Annual Report on its work for the year. This should be presented at an Annual General Meeting and submitted to the NHS Board in May each year.

13. Quorum

A quorum shall consist of six elected and voting members.


The Committee Secretary will send agenda, minutes and notices of meetingsto every member of the Committee 5 working days before the day of themeeting. Failure by one or more members to receive papers will not invalidateproceedings.

15. Minutes

Draft minutes will be issued to the Committee members. Minutes of allmeetings will be submitted, once ratified by the Committee, to the Area ClinicalForum and the Chief Executive of the NHS Board.

16. Requesting Meetings

Two members may, by writing to the Chair, request an extraordinary meetingof the Committee and should specify the business to be discussed at such ameeting. The Chair’s decision on whether to accede to the request will befinal, and must be reported to the next ordinary meeting of the Committee.


Administrative support to the Forum will be provided by the CommitteeSecretary. This will include the review of policy documents, summarising thedocuments and ensuring that they are issued for consultation appropriatelyand to the relevant Area Professional Committees. Additionally the CommitteeSecretary will ensure that copies of the minutes, agenda and other relevantpapers are prepared and circulated to the relevant Committees.


The Chair will be responsible for the conduct of the meetings and for ensuring,

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in close consultation with the NHS Board, that the agreed recommendations of the Committee are conveyed to the Area Clinical Forum and the Chief Executive of the NHS Board.

19. Sub-Committees

The Area Professional Committee may appoint ad hoc Sub Committees asappropriate to consider and provide advice on specific issues.


Sub-Committees will have delegated to them such authority as may be agreedby the parent Committee. The parent Committee will approve all StandingSub-Committee Constitutions.


The Constitution will be altered only by a majority of not less than two thirds ofthe members present at a special meeting of the Committee called forpurpose, of which, at least 21 days’ notice will be given setting out theproposed alteration or amendment. Such alterations or amendments soapproved will be intimated to each member of the Committee, and to the NHSBoard for approval prior to implementation.

22. Confidentiality

All members of the Committee will be responsible for maintaining theconfidentiality of NHS Board documents. The Chair will rule where necessaryto advise on the confidentiality of documents.


Members are elected to act objectively and will declare any possible conflict ofinterests as soon as possible after the commencement of a meeting.

24. Access

The Chair and Vice-Chair will represent the Committee at the meetings of theArea Clinical Forum. The Chair is eligible for nomination for election to thepost of Chair of the Area Clinical Forum.

25. Expenses

Members of the Committee and Sub-Committee who incur reasonableexpenses will have travelling and other allowances, including compensation forthe loss of remunerative time, defrayed by the NHS Board, subject to theapproval of the First Minister. Payments will only be made as respects theexercise of functions conferred and where they are not met by any other body.

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26. Publicity

No member of the Committee will make any official statement in public or tothe Press, pertaining to the work of the Committees, without prior consultationwith the Chair or Vice-Chair.


attendance. ADPC 20/03/2018 ACF 18/05/2018 NHS Board 21/05/2018

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1 of 3

Appendix 3 NHS Ayrshire & Arran Area Healthcare Science Professional Committee


1. Summary

1.1 The Committee has now entered a stage of stability with no scheduled elections planned for the next 12 months.

1.2 The Committee has undergone changes in support with input now from the Medical Director and Transformational Change Directors reinforcing the strong support from the Organisation at senior level. Ongoing support from Services, Service Managers/Leads and staff is also noted particularly as Service level support at times continues to be challenging with the demands on Service putting pressure on attendance at meetings.

2. Remit

2.1 • A key focus and concern of the Committee is the need to better understand the pressure on Service and the local and national difficulties currently experienced with recruitment of healthcare scientists. In particular, recruitment to a number of disciplines within Physiology & Physical Sciences is proving challenging and has, locally and nationally, been flagged as a serious concern.

• The Committee is keen to develop greater engagement with individualdisciplines themselves to ensure that pan Ayrshire, all Services are recognisedand involved in the Committee's work and that healthcare science has a strongidentity and voice.

3. Membership

3.1 There currently are 2 vacancies within Life Sciences which are proving difficult to fill.

4. Meeting

4.1 The Committee met on five occasions between 1 April 2018 and 31 March 2019.


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2 of 3

Dates Member 15/5/18 15/8/18 2/10/18 29/1/19 20/3/19 Adrian Carragher X X X X X Lee Carson X X David Dickie (Sharon Sutherland) X(SS) X(SS) X X

Elaine Ferrie X X X Kirsty Galt X X X X Kathleen McCluskey X X X Vacancy Vacancy Debbi McEwan X X Jim McGarvie X X Holly MacKenzie X Pauline Paul X X X X Lynsey Porter X X X Mat Leave Mat Leave


5.1 Having had a successful annual Healthcare Science event during Healthcare Science week in 2018 the Committee is once again well prepared for National Healthcare Science week in 2019 (week beginning 11 March) and has booked a number of speakers for our local event on the 11 of March and is now encouraging as broad a range of attendance as possible from the Organisation.

In 2018 Neurophysiology & Audiology were successful in their bids for Scottish Government level support to deliver local projects to evaluate potential changes to each Service. These projects are underway and will be reported upon in 2019 where if successful, they may be used as examples of service delivery changes/models that can be adopted for the benefit of patients and services elsewhere in NHS Scotland.

The Committee has agreed in principle a revision to its meeting agenda in an effort to bring greater relevance to it’s meetings and to ensure that discussions are more relevant and have the potential to lead to actions that support Services and ensure that healthcare science moves forward positively.

5.2 National Issues

National issues around recruitment and retention have extended to the education and training of future healthcare scientists; in particular those from within a number of the Physiology & Physical Science disciplines where staff numbers are low and have made some services highly vulnerable.

A lack of clarity around numbers in each profession and the demographics of existing staff continues to frustrate this work and the ability in particular for higher education bodies and NHS Education for Scotland to understand the issues the workforce is facing and the complexities of resolving this as and when resources

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3 of 3

allow.


6.1 The priorities are generally unchanged from the previous year and are to be focussed around:

Maintenance of an active and participatory Professional Committee with a focus on staffing and the challenges already noted around this.

Better awareness of the changes to service delivery and use of science/technology in the delivery of Services in other Board areas. Nationally the sharing of experience and practice has not been as effective as predicted and has resulted in some areas in the slow adoption of new technologies and practices to improve services.


7.1 The current environment in Health and Social Care continues to test and challenge Organisations, Services and professionals. This, however, should be seen as an opportunity to review what we do, how we do it and who/what resources are used to deliver services and may provide the inertia to push us into action to make changes that are beneficial but that might not have been considered necessary when the environment was less taxing.

Continuing to have quality as a fundamental principle at the heart of patient care and what we do in NHS Ayrshire & Arran is vital. This should ensure that changes we make to working practice in our efforts to develop and improve Services are in effect guaranteed not to diminish or harm the quality of healthcare that many professionals working in Ayrshire are proud to be part of and consider vital in ensuring the best health for those we look after.

Mr Adrian Carragher Chair, Area Healthcare Science Professional Committee

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Author: Mr Adrian Carragher, AHCSPC Chair

Appendix 1

NHS Ayrshire & Arran

Area Healthcare Science Professional Committee


1. Title

The Committee will be called the “Ayrshire and Arran Area Healthcare ScienceProfessional Committee” (AHCSPC).

For the purposes of this Constitution, unless otherwise indicated, “Committee”means the Ayrshire and Arran Area Healthcare Science Professional Committee,“NHS Board” means the Ayrshire and Arran National Health Service Board and the“Area” means the Ayrshire and Arran NHS Board Area

The National Health Service (Scotland) Act 1978, as amended by the NationalHealth Service and Community Care Act 1990, makes provision for the recognitionby a Health Board of a Committee representative of the professions in its area. TheHealth Act 1999 further amended the NHS (Scotland) Act 1978 to extend the remitof Professional Advisory Committees to include the provision of advice to NHSBoards. The general principles considered suitable for application to such aCommittee are set out in NHS Circular Gen (1992) 17 and NHS Circular Gen (1999)26.

2. Functions

The function of the Committee is to advise, at the NHS Board’s request, or on itsown initiative, on the provision of clinical and scientific services and in so doingreflect the views of the professions locally.

The functions shall include:

• Provide advice to the Board on service development, impact and riskassessment of policy and service initiatives.

• Provide the Board with a clinical and scientific perspective on the developmentof the Local Delivery Plan and strategic objectives.

• Share experience in demand management and approaches to processimprovement.

• Foster engagement between Healthcare Scientists (HCS) and workforceplanners.

• Develop cross-profession links for sustainable clinical teams and roledevelopment.

• Promote multidisciplinary working.

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• Share experience and practice development to assure best patient care andclinical governance.

• Improve and unify approaches to professional engagement by HealthcareScientists.

• Promote HCS leadership in quality assurance of all diagnostic measurement.• Develop appropriate links with community health partnerships.• Act as a local horizon-scanning resource for Healthcare Scientists.• Link with national debate and the Scottish Forum for HCS.• Maintain a local network of experts to report on local HCS matters.• Identify opportunities for research in the context of local needs.• Support engagement with education providers.• Build a HCS profile at career events.

In so doing the Committee will reflect all HCS professions locally and not any single profession, faction or geographical grouping.


• Reporting the business of the Area Professional Committees to ensure a co-ordinated approach on clinical and scientific matters among the differentprofessions and within the component parts of the local NHS system (acuteservices, primary care, health improvement etc) private practitioners and localauthorities;

• Providing the Area Clinical Forum with a clinical and scientific perspective onthe development of the Strategic Plan and the NHS Board’s strategic objectives;

• Investigating and taking forward particular issues on which clinical and scientificinput is required on behalf of the Area Clinical Forum, taking into account theevidence base, best practice, clinical governance etc and make proposals fortheir resolution. The Committee should be pro-active as well as re-active onthese issues;

• Advising the Area Clinical Forum on specific proposals to improve theintegration of services, both within local NHS systems and across health andsocial care.

3. Membership

3.1 Membership will be open to all Healthcare Scientists working in NHS Ayrshire & Arran. Healthcare Scientists are members of the professional groups and associated scientific disciplines shown in Appendix 1. Other disciplines may be included as appropriate.

3.2 Membership of the Committee will comprise of:

a) Up to four members elected by their professional peers, from each of the threesections defined in Appendix 1, namely Life Sciences, Physiological Sciencesand Physical Science.

b) The Board nominated HCS Lead (in an “in attendance” capacity, without votingrights).

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3.3 Each member of the Committee will also have an alternate from the same professional group who will attend meetings, in the absence of the main member. The main member should advise the alternate of progress, and of availability for meetings.

3.4 Persons other than members, may be invited to attend for discussion of specific

items, but wi ll not have the right to vote. Notwithstanding this, members of the individual professions may attend for the purpose of professional development.

4. Roles and Responsibilities of Members

Each member represents and acts on behalf of their entire professional group /

strand. Engagement with professions will involve both early proactive involvement and consultation.



Each profession represented by the Committees shall elect members who must be

practising in Ayrshire and Arran. To ensure continuity within professional groups each Committee will canvas and elect or nominate professional members in the following way:

• The number of places available on the Committee and the professions requiring representation should be notified by the Chair of the Committee to the Corporate Business Manager.

• The Committee Secretary will make contact with all individuals practising in the particular field identified, where relevant, taking due cognisance of the sub-specialisation on particular Committees.

• Current members of the Committee may stand for re-election if their term of office is due for renewal. o Nomination forms will be sent out by the Committee Secretary, to all

individuals inviting interest. Forms, including guidance on the role and remit of Committee membership, must be signed by the Profession’s Head of Service in order to indicate service support, competence and capacity. It will contain a deadline date allowing four full weeks, for return of nomination forms. A supporting statement should accompany returned forms.

• Where nominees received are equal to places on the Committee an election will not be required and nominees can be appointed a seat within the Committee.

• Where more nominees come forward than places on the Committee an election will take place and the following process adhered to:

• Supporting statements and numbered ballot papers will be sent out to all individuals practising in the designated field. Copies of these papers will also be circulated to the members of the Committee for information.

• A deadline date, allowing two full weeks, will be set for the return of the ballot papers. If more than one ballot paper with the same number is received, all

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papers with the same number will be deemed ‘spoilt’.

o All ballot papers should be returned to the Corporate Business Manager, NHS Ayrshire & Arran, Eglinton House, Ailsa Hospital, Ayr, KA6 6AB, by close of business on the deadline date.

o Votes will be counted by the Corporate Business Manager in the presence of two independent witnesses.

o Where more than two candidates are nominated for election, a Single Transferable Vote system will be used. Under this system, members of the Profession will be invited to rank the candidates on the ballot paper putting a "1" next to their first choice, a "2" next to their second choice and so on.

o Where a member's first choice candidate has too few votes to be elected, their vote will be transferred to their second choice candidate and so on, until a candidate with the most votes is identified and is elected to the vacancy.

The Corporate Business Manager will notify the nominees and the Chair of the Professional Committee, of the outcome of the election within five working days.


• The Officer standing down should give the Committee six weeks’ notice, of their

intention. This should be submitted in writing to the Corporate Business Manager.

• Following the announcement an e-mail will be circulated, by those providing administrative support to the Committee within five working days. This will be sent to all members of the Committee seeking nominations for the position available. A deadline of one week prior to the next meeting will be set. Upon receipt of nominations the Committee will be advised of candidates wishing to be considered for the role.

• Immediately prior to the next meeting those who have indicated their intention to stand will speak to the Committee with regard to the contribution they would make in the particular role.

• Where one nominee is received the nominee will be appointed to the appropriate vacancy. Where there is more than one nominee, the following process will be adhered to:

• Numbered ballot papers will be distributed to those attending on the day that are eligible to vote. Members who are unable to attend on the day should indicate their voting preference to the Committee Secretary prior to the meeting.

• Ballot papers should be completed and returned to the Committee Secretary who will act as returning officer.

• The Committee Secretary will, in the presence of those members attending on the day, count the votes and announce the result.

• The Committee meeting will then commence with the successful candidate taking up their new role. Where feasible a period of “handover” will provide support for the incoming Chair from the out-going Chair.

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• Where more than two nominees put themselves forward for a position then the Single Transferable Vote system as detailed above will be used. In the event that there are no nominations received for the role of Vice Chair of the Committee, this will rotate among Committee members according to a pre-agreed set period of time.


The Committee may co-opt up to two additional members who it considers may

have a particular contribution to the work of the Committee. The term of office of co-opted members is at the discretion of the Committee and will be reviewed every six months. Co-opted members will act in an advisory capacity.


The terms of office of members of the Committee will be four years (commencing

Feb/March in the relevant year). Where occasional vacancies have not occurred, half of the membership of the Committee will be considered for re-election every two years in a staggered membership cohort.


Prior to the first regular meeting in April every other year, the Committee will identify

those eligible for re-election and elect from its members, a Chair and Vice-Chair to serve a term of two years. The Chair and Vice Chair will be eligible for re-election for a further term of two years but thereafter, unless approved by the NHS Board, will be required to demit office for at least one term.

In order to maintain continuity and to succession plan, these positions should not be vacated simultaneously, and therefore in the first year the Vice Chair will be elected for one year and thereafter eligible for two years.


The Chair and Vice Chair will comprise the Executive of the Committee. The Executive will be empowered to consult with key stakeholders as appropriate and make recommendations on behalf of the Committee where decisions are required, before the next NHS Board meeting. The Executive must report all such decisions to the Committee for ratification.

The Executive will also endorse any recommendations of any sub Committees of

the Committee. Where the Executive cannot endorse the recommendations, the matter must be referred to the Committee for consideration.


A member who ceases to be representative of their electoral body will vacate his/her

seat on the Committee and a casual vacancy will be declared.

Members of the Committee may at any time, by notice in writing by them and delivered to the Committee Secretary, resign their seat.

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A casual vacancy will be fi lled by the appointment of a new representative from the

relevant electoral body by the Committee, whose name will be notified to the Committee Secretary forthwith. New representatives will hold office for the remainder of the term of office of the member in whose place they are appointed. Pending this appointment, the proceedings of the Committee will not be invalid by reasons of a vacancy.

Where a member of the Committee has been absent from three consecutive meetings of the Committee, of which appropriate notice had been given, the Committee may, unless they are satisfied that the member’s absence was due to illness or other reasonable cause, declare that the seat on the Committee has been vacated, and, thereupon, a casual vacancy will be declared.


The Committee will, pro-actively and as requested by the NHS Board, communicate with and advise the Area Clinical Forum in professional and clinical matters. This will be conducted through the attendance of the Chair or Vice Chair of the Area Professional Committee on the Area Clinical Forum as full members.


Where the Committee is asked to give advice on a matter and a majority decision is

reached the Chair will report the majority view and will also make known any minority opinion and present the supporting arguments for all view points.

13. Meetings

Meetings will usually be held on an eight-weekly basis to synchronise with the NHS

Board meeting calendar, but this can be varied at the discretion of the Chair.

The Committee has the right to alter or vary these arrangements to cover holiday months or other circumstances.

Apologies In the event of a member of the Committee being unable to attend, apologies for

absence should be sent to the Committee Chair at the earliest opportunity.

Persons not Members of the Committee The Committee is able to invite persons who are not members of the Committee to

attend meetings as outlined in point five of this Constitution.

Annual Report The Committee will produce an Annual Report on its work for the year. This should

be presented at an Annual General Meeting and submitted to the NHS Board in May each year.

14. Quorum

A quorum shall consist of six elected and voting members, of which all three strands

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must be represented.

15. Notice of Meetings The Committee Secretary will distribute the agenda, minutes and notices of

meetings to every member of the Committee at least five working days before the day of the meeting. Failure by one or more members to receive papers will not invalidate proceedings.

16. Minutes

Draft minutes will be issued within five working days of the meeting to the

Committee members. Minutes of all meetings will be submitted, once ratified by the Committee, to the Area Clinical Forum and the Chief Executive of the NHS Board.

17. Extraordinary Meetings

Two members may, by writing to the Chair, request an extraordinary meeting of the

Committee and should specify the business to be discussed at such a meeting. The Chair’s decision on whether to accede to the request will be final, and must be reported to the next ordinary meeting of the Committee.


Administrative support to the Committee will be provided through the Committee Secretary. This will include the review of policy documents, summarising the documents and ensuring that they are issued for consultation appropriately and to the relevant Area Professional Committees. Additionally, the Committee Secretary will ensure that copies of the minutes, agenda and other relevant papers are prepared and circulated to the relevant Committees.


The Chair will be responsible for the conduct of the meetings and for ensuring, in

close consultation with the NHS Board, that the agreed recommendations of the Committee are conveyed to the Area Clinical Forum and the Chief Executive of the NHS Board.

20. Sub-Committees

The Area Professional Committee may appoint ad hoc Sub Committees as

appropriate to consider and provide advice on specific issues.


Sub-Committees will have delegated to them such authority as may be agreed by the parent Committee. The parent Committee will approve all Sub-Committee Constitutions.


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The Constitution will be altered only by a majority of not less than two thirds of the members present at a special meeting of the Committee called for purpose, of which, at least 14 days notice will be given setting out the proposed alteration or amendment. Such alterations or amendments so approved will be intimated to each member of the Committee, and to the NHS Board for approval prior to implementation.

23. Confidentiality

All members of the Committee will be responsible for maintaining the confidentiality

of NHS Ayrshire and Arran documents, whilst liaising appropriately in order to fulfil the Committee role and remit. The Chair will rule where necessary to advise on the confidentiality of documents.


Members are elected to act objectively and will declare any possible conflict of interests as soon as possible after the commencement of a meeting.

25. Area Clinical Forum

The Chair or Vice-Chair will represent the Committee at the meetings of the Area

Clinical Forum. The Chair is eligible for nomination for election to the post of Chair of the Area Clinical Forum.

26. Expenses

Members of the Committee and Sub-Committee who incur reasonable expenses will

have travelling and other allowances, including compensation for the loss of remunerative time, defrayed by the NHS Board, subject to the approval of the First Minister. Payments will only be made as respects the exercise of functions conferred and where they are not met by any other body.

27. Publicity

No member of the Committee will make any official statement in public or to the Press, pertaining to the work of the Committees, without prior consultation with the Chair or Vice-Chair.


attendance. AHCSPC 05/12/2017 ACF 06/10/2017 NHS Board 11/12/2017

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Appendix 4 NHS Ayrshire & Arran Area Medical Professional Committee Annual Report for 2018/2019 1. Summary

1.1 The committee is formed of members from its two sub-committees i.e the GP sub-committee and Hospital sub-committee. The Medical Director, AMD for primary care and the clinical leads from HSCPs are also invited. The GP sub-committee has met regularly over the last year with a busy and productive agenda specifically focusing on the new GMS contract whilst the Hospital sum-committee has been reinvigorated over the last year and is meeting regularly once again. The committee continues to uti lise videoconferencing facilities to meet across 2 sites to facilitate participation of clinicians. This meeting of clinical members from across the committees hopes to ensure that the professional advice to the Board via the Area Medical Professional Committee has understanding from front line clinical staff. The committee regularly reviews all board papers and also minutes of GP sub and Hospital sub committees.

1.2 Key Messages

Whilst medical manpower continues to be a challenge to attendance at committee meetings, it should be noted that the Hospital sub-committee and Area Medical Professionals Committee have been meeting more regularly through the latter part of the year and it is hoped that this can continue as we move forward into 2019-20. It is also key to note that the committee recognises that medical manpower continues to be a challenge for the Board throughout both Primary and Secondary care and the committee continues to look for positive ways to influence this. Hospital sub-committee has particular concerns in relation to pensions. Only one clinical lead in HSCP is active at present due to vacancy and sick leave. The committee is keen to see a change in the way it is asked to provide advice to the Board and would rather work with the Board in the development of papers before being offered the chance to comment on papers that are already confirmed to be presented to the Board the following week.

2. Remit

2.1 The Committee’s Terms of Reference are detailed at Appendix 1 in this report.

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3. Membership

3.1 The Committee’s membership during the reporting period.

Hospital Sub-Committee: Dr R Currie (Co-Chair), Dr Tom Hopkins, Dr Lucie Buck, Mr James Press and Dr Aileen Helps GP Sub-Committee: Dr Hugh Brown (Co-Chair), Dr Chris Black Dr R Fraser Dr Hal Maxwell and Dr S McCulloch In attendance: Medical Director, AMD Primary Care and Clinical Leads HSCP

4. Meeting

4.1 The Committee met on 4 occasions between 1 April 2018 and 31 March 2019.


16 M

ay

2018

15 A

ugus

t 20

18

3 O

ctob

er

2018

Ca

ncel

led

28

Nove

mbe

r 20

18

30 J

anua

ry

2019

Ca

ncel

led

15 M

arch

20

19

H Maxwell (Co-Chair until Oct 2018)

X X X X

C Black X X X X

K Khaliq

R Fraser X

H Brown (Co-Chair with effect from 28.11.18

X X X X

D Chung (no longer member from 10/2018)

S McCulloch

A Graham/C McGuffie/P Korsah/M MacGregor

XCMcG XPH

XMMacG XCMcG XCMcG

Director of PH

C Nicolson (no longer member from 10/2018

New Membership from Oct 2018

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R Currie (Co-Chair)

X

Tom Hopkins

X X

Lucie Buck X X James Press Aileen Helps

In Attendance

John Freestone X X

Paul Kerr X X


5.1 Ongoing monitoring of workforce issues with good joint working has been

demonstrated with GP with extended role posts. There has been ongoing work within the hospital service recruiting junior staff into jobs with opportunity for audit, research and teaching. The committee has been encouraged by the positive work ongoing with the Primary Care implementation plan but have also been wary of the potential impact on hospital services such as physiotherapy and pharmacy.


6.1 With the welcome increase in attendance from the Hospital subcommittee we seek to continue joint work on recruitment and education for all. The need for non-medical management support is well recognised. The committee will continue to advise on ongoing medical issues as well as help strive for real transformational change for the citizens of Ayrshire and Arran.

7. Chairs’ Comments

7.1 As joint chairs we are keen to build on good progress in the last 12 months as we seek to make Ayrshire and Arran an even better place for staff and patients alike.

Dr Hugh Brown/Mr Roger Currie Co-Chairs – Area Medical Professional Committee

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Appendix 1 - Terms of Reference

NHS AYRSHIRE and ARRAN

AYRSHIRE & ARRAN AREA MEDICAL PROFESSIONAL COMMITTEE


1. TITLE

The Committee will be called the “Ayrshire and Arran Area Medical Professional Committee”.

For the purposes of this Constitution, unless otherwise indicated, “Committee” means the Ayrshire and Arran Area Medical Professional Committee, “NHS Board” means the Ayrshire and Arran National Health Service Board and the “Area” means the Ayrshire and Arran NHS Board Area.

The National Health Service (Scotland) Act 1978, as amended by the National Health Service and Community Care Act 1990, makes provision for the recognition by a Health Board of a Committee representative of the professions in its area. The Health Act 1999 further amended the NHS (Scotland) Act 1978 to extend the remit of professional advisory Committees to include the provision of advice to NHS Trusts. The general principles considered suitable for application to such a Committee are set out in NHS Circular Gen (1992)17 and NHS Circular Gen (1999)26.

2. FUNCTIONS The Committee’s role is to advise, at the NHS Board’s request, or on its own initiative, authoritatively and promptly on:-

• The health and professional service needs of the local population • Issues which impinge on patient care • To create and maintain effective links with all other Area Professional

Committees. • Any other professional and other functions as may be prescribed in future

under the above acts and guidance • Where appropriate the implications associated with contracts for the

provision of these services • In so doing the Committee will reflect the views of the whole profession

locally and not any faction or geographical grouping. • These functions will support the multi-professional Area Clinical Forum by: • Reporting the business of the Area Professional Committees to ensure a co-

ordinated approach on clinical matters among the different professions and

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within the component parts of the local NHS system (acute services, primary care, health improvement etc);

• Providing input on service design, redesign and development priorities and in this way playing an active role in advising the Area Clinical Forum on potential for service improvement;

• Sharing best practice among the different professions and actively promoting multi-disciplinary working – in both health care and health improvement;

• Engaging widely with local clinicians and other professionals, leading to broader participation in the work of the Committee;

• Providing the Area Clinical Forum with a clinical perspective on the development of the Local Health Plan and the NHS Board’s strategic objectives;

• Investigating and taking forward particular issues on which clinical input is required on behalf of the Area Clinical Forum, taking into account the evidence base, best practice, clinical governance etc and make proposals for their resolution. The Committee should be pro-active as well as re-active on these issues;

• Advising the Area Clinical Forum on specific proposals to improve the integration of services, both within local NHS systems and across health and social care.

3. MEMBERSHIP The membership of the Committee shall be as follows:

• Consultants – elected by and from the Hospital Sub-Committee 6

• General Practitioners – elected by and from the GP Sub-Committee 6

• Director of Public Health or Medical Deputy in attendance

(Without voting rights)

• Medical Director or Associate Medical Director as deputy

in attendance (without voting rights)

There shall be two Consultant and two General Practitioner deputy members. Deputies are expected to attend if a principal member is unable to attend.

All members must be actively engaged in National Health Service practice.

4. METHOD OF ELECTIONS Each profession represented by the Committee shall elect members who must be employed in Ayrshire and Arran. The Committee will canvas and nominate or elect professional members to the Committee in the most appropriate manner for each profession with 6 members from the GP Sub Committee and 6 members from the Hospital Sub Committee.

Hospital Sub-Committee

A Chair will be elected by the Hospital Sub-Committee and will serve as Co-Chair of the Area Medical Professional Committee. Five other members and 2 deputies will be elected from the Hospital Sub-Committee using a single transferable vote system.

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GP Sub-Committee

Six members and 2 deputies will be elected from the GP Sub-Committee to serve on the Area Medical Professional Committee. The Chair of the GP Sub-Committee will not automatically serve as Co-Chair of the Area Medical Professional Committee. The GP Sub-Committee will vote to decide who will serve as Co-Chair of the Area Medical Professional Committee once membership has been established. 5. CO-OPTION OF MEMBERS The Committee may co-opt up to 2 additional members who it considers may have a particular contribution to the work of the Committee. The term of office of co-opted members is at the discretion of the Committee and will be reviewed every 6 months. Co-opted members will act in an advisory capacity.

6. TENURE OF OFFICE OF MEMBERS The terms of office of members of the Committee will be 4 years (commencing 1st April in the relevant year). Half of the Committee membership (half Consultant membership and half General Practitioner membership) wi ll be considered for re-election every two years. Committee members will be eligible for re-election.

7. ELECTION OF OFFICERS

7.1 Co Chairmen

There shall be two Co-Chairs, one of whom shall be a member of the Hospital Sub-Committee and the other a member of the General Practitioner Sub-Committee. The candidates for these offices shall be proposed and seconded by the relevant sub committee. If there is more than one candidate for a particular office, the final choice will be made by the relevant sub committee using a single transferable vote system. 7.2 Secretary A Secretary and Deputy Secretary will be elected by the AMPC biennially and shall be eligible for re-election up to a period of four years.

8. EXECUTIVE MEMBERS The Co Chairmen, Secretary and Deputy Secretary will comprise the Executive of the Committee. The Executive will be empowered to consult and make recommendations on behalf of the Committee where decisions are required, before the next NHS Board meeting. The Executive must report all such decisions to the Committee for ratification. The Executive will also endorse any recommendations of any ad hoc sub Committees of the Committee. Where the Executive cannot endorse the recommendations, the matter must be referred to the Committee for consideration. A quorum shall comprise two Executive members. 9. CASUAL VACANCIES

• A member who ceases to be representative of their electoral body will vacate his/her seat on the Committee and a casual vacancy will be declared.

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• Where a member of the Committee has been absent from three consecutive meetings of the Committee, of which appropriate notice had been given, the Committee may, unless they are satisfied that the member’s absence was due to illness or other reasonable cause, declare that the seat on the Committee has been vacated and, thereupon, a casual vacancy will be declared.

• Members of the Committee may at any time, by notice in writing by them and delivered to the Committee Secretary, resign their seat.

• A casual vacancy will be fi lled by the appointment of a new representative from the relevant electoral body by the Committee, whose name will be notified to the Committee Secretary forthwith. New representatives will hold office for the remainder of the term of office of the member in whose place they are appointed. Pending this appointment, the proceedings of the Committee will not be invalid by reasons of a vacancy.

10. REPRESENTATION ON THE AREA CLINICAL FORUM The Committee will, pro-actively and as requested by the NHS Board, communicate with and advise the Area Clinical Forum in professional and clinical matters. This will be conducted through the attendance of the Co-Chairs of the Area Professional Committee on the Area Clinical Forum as full members. The Committee will agree which of the Co-Chairs will be put forward for potential selection as Chair of the Area Clinical Forum. 11. COMMITTEE DECISION Where the Committee is asked to give advice on a matter and a majority decision is reached the Chairman will report the majority view and will also make known any minority opinion and present the supporting arguments for all view points. 12. MEETINGS Meetings will usually be held on a 6-weekly basis to synchronise with the NHS Board meeting calendar, but this can be varied at the discretion of the Chairman.


Committee Members

In the event of a member of the Committee being unable to attend, apologies for absence should be sent to the Committee Secretary.

Persons not Members of the Committee

The Committee is able to invite persons who are not members of the Committee to attend meetings as outlined in point 5 of this Constitution.

Annual Report The Committee will produce an Annual Report on its work for the year. This should be presented at an Annual General Meeting and submitted to the NHS Board in May each year.

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13. QUORUM Half of the members of the Committee will be deemed a quorum with at least one representative from the GP or Hospital Sub Committee. 14. NOTICE OF MEETINGS The Committee Secretary will send agenda, minutes and notices of meetings to every member of the Committee 5 working days before the day of the meeting. Failure by one or more members to receive papers will not invalidate proceedings. 15. MINUTES Draft minutes will be issued within 5 working days of the meeting to the Committee members. Minutes of all meetings will be submitted, once ratified by the Committee, to the Area Clinical Forum and the Chief Executive of the NHS Board. 16. REQUESTING MEETINGS Two members may, by writing to the Chairman, request an extraordinary meeting of the Committee and should specify the business to be discussed at such a meeting. The Chairman’s decision on whether to accede to the request will be final, and must be reported to the next ordinary meeting of the Committee. 17. ADMINISTRATIVE SUPPORT Administrative support to the Committee will be provided by the Committee Secretary. This will include the review of policy documents, summarising the documents and ensuring that they are issued for consultation appropriately and to the relevant Area Professional Committees. Additionally the Committee Secretary will ensure that copies of the minutes, agenda and other relevant papers are prepared and circulated to the relevant Committees. 18. CONDUCT OF MEETINGS The Chairman will be responsible for the conduct of the meetings and for ensuring, in close consultation with the NHS Board, that the agreed recommendations of the Committee are conveyed to the Area Clinical Forum and the Chief Executive of the NHS Board. 19. SUB-COMMITTEES The Area Medical Committee may appoint ad hoc Sub Committees as appropriate to consider and provide advice on specific issues. The GP and Hospital Sub Committees are Standing Committees to consider issues brought forward by the Area Medical Professional Committee and the Area Clinical Forum. Their respective Rules of Procedure are attached as Appendices 1 and 2 respectively. 20. DELEGATED AUTHORITY OF SUB-COMMITTEES Sub-Committees will have delegated to them such authority as may be agreed by the parent Committee. The parent Committee will approve all Standing Sub-Committee Constitutions. 21. ALTERATION TO CONSTITUTION

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The Constitution will be altered only by a majority of not less than two thirds of the members present at a special meeting of the Committee called for purpose, of which, at least 14 days notice will be given setting out the proposed alteration or amendment. Such alterations or amendments so approved will be intimated to each member of the Committee, and to the NHS Board for approval prior to implementation. 22. CONFIDENTIALITY All members of the Committee will be responsible for maintaining the confidentiality of NHS Ayrshire and Arran documents. The Chairman will rule where necessary to advise on the confidentiality of documents. 23. CONFLICT OF INTEREST Members are elected to act objectively and will declare any possible conflict of interests as soon as possible after the commencement of a meeting. 24. ACCESS The Co-Chairs will represent the Committee at the meetings of the Area Clinical Forum. Either is eligible for nomination for election to the post of Chair of the Area Clinical Forum. 25. EXPENSES Members of the Committee and Sub-Committee who incur reasonable expenses will have travelling and other allowances, including compensation for the loss of remunerative time, defrayed by the NHS Board, subject to the approval of the Secretary of State. Payments will only be made as respects the exercise of functions conferred and where they are not met by any other body. 26. PUBLICITY No member of the Committee will make any official statement in public or to the Press, pertaining to the work of the Committees, without prior consultation with the Chairman or Vice-Chairman.

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of 3

Appendix 5 NHS Ayrshire & Arran Area Nursing and Midwifery Professional Committee Annual Report for 2018/19 1. Summary

1.1 The Committee’s role is to advise at the NHS Board’s request, or on its own initiative,

on the health and professional service needs of the local population and issues which impinge on patient care. In so doing the Committee should reflect the views of the whole profession locally. The Committee continues to value this opportunity to be advised on and respond to key nursing and health issues. During this year the committee has considered issues relating to nursing practice, such as revalidation, advanced nursing practice, safe and effective staffing, widening access to nursing, changes to Nursing and Midwifery Council (NMC) legislation, non-medical models of care and adverse childhood experiences. In addition they have discussed NHS Board wide issues such as transformational change, strategic planning in the partnerships, the implications of the corporate parenting strategy, the state of child health and the nursing workforce pressures.

1.2 Key Messages

• The Committee welcomes the work being carried forward to find solutions for the current nursing workforce challenges and remains committed to supporting it.

• The Committee wishes to highlight the wide range of improvement work being achieved within nursing

• The Committee continues to support the transformational change programme, with particular emphasis on the need for prevention and early intervention

2. Remit


3. Membership

3.1 The Committee’s membership is detailed at Appendix 2 to this report.

4. Meeting

4.1 The Committee met on 5 occasions between 1 April 2018 and 31 March 2019.

4.2 The NHS Board has previously agreed that attendance at Committee meetings should be recorded in the relevant Annual Report. The attendance record of each member is

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of 3

shown below (x indicates attended).

Dates Member 16/05/18 15/08/18 03/10/18

Not quorate 28/11/18 30/01/18 20/03/19

Joanne Anderson ×

Hannah Campbell-McLean ×

Lorna Cameron × × × ×

Sina Currie × resigned

Darren Fullarton × × × ×

Tracey Kerr ×

Frances Mason × × × ×

Caroline McCloskey × × × ×

Barbara McFadzean × × ×

Janet McKay × × × ×

Libby Paisley resigned

Clare Smith x

Rae Wilson × × ×

Susan Wilson × × ×

Beth Wiseman ×

Kathleen Winter × ×

Carolyn Wyper × × × × In attendance

Nurse Director/Associate ND

× ×


5.1 The Committee heard several presentations including

• Review of integrations schemes in North and East Ayrshire Health and Social

Care Partnerships (HSCP) and activities. • Review of HSCP strategic plans • Transformational Change • Adverse Childhood experiences • Health promoting Health Service • Safe Staffing • Nurse education

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of 3

Professional issues The committee discussed with senior nurses the ongoing workforce issues, such as ensuring appropriate skill mix, the aging workforce and the need for direct routes of entry into nursing. In addition .safe and effective staffing, non medical models of care and the challenges of Advanced practice were discussed. These are issues the Committee considers the NHS Board needs to continue to address proactively and the committee will continue to raise concerns where it feels these issues are impacting on the quality of care. The Chair of the committee has recently joined the Nursing and Midwifery Professional Leadership Group. Constitution The reviewed constitution has been approved by the NHS Board last year and the committee have seen an increase in membership due to the changes to membership. The committee has a broad range of professional backgrounds and this has invigorated discussion. Succession Planning The committee has been able to recruit more members from a mental health, and learning disability background. There is still a gap in Midwifery and this is currently being addressed. The recent changes to the constitution have assisted in improving recruitment this year. A development plan is currently being devised to support new members and to develop capacity for leadership within the committee.


6.1 The committee has three priorities going forward:

• To support the organisation in its approach to the Nursing Workforce challenges

• To ensure robust succession planning within the committee • To support the transformational change agenda.


7.1 The commitment and enthusiasm of active members is welcomed and they are to be

thanked for their continued input and support. I would personally like to thank our Committee Secretaries for this year, Debbie Miller and Christine Fleming, for all their hard work, efficiency, timely minutes and forward planning. The Committee is committed to a development programme going forward, to ensure clear succession planning. The Committee would welcome continued support from the Associate/ Assistant Directors throughout the coming year to help it to continue to develop a proactive role within the organisation.

Dr Janet A McKay Chair - Area Nursing and Midwifery Professional Committee

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Version: 2.00 Date Approved: 27/11/2017 Status: Final Page: 1 of 8

Author: Janet McKay, Chair ANMPC

Appendix 1

NHS AYRSHIRE AND ARRAN

AREA NURSING AND MIDWIFERY PROFESSIONAL COMMITTEE


1. Title

The Committee will be called the “Ayrshire and Arran Area Nursing and Midwifery Professional Committee”.

For the purposes of this Constitution, unless otherwise indicated, “Committee” means the Ayrshire and Arran Area Nursing and Midwifery Professional Committee, “NHS Board” means the Ayrshire and Arran National Health Service Board and the “Area” means NHS Ayrshire & Arran Area.


2. Functions

The Committee’s role is to advise, at the NHS Board’s request, or on its own

initiative, authoritatively and promptly on:-



under the relevant acts and guidance • Where appropriate the implications associated with contracts for the

provision of these services.



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• Reporting the business of the Area Professional Committees to ensure a co-ordinated approach on clinical matters among the different professions and within the component parts of the local NHS system (acute services, primary care, health improvement etc).

• Providing input on service design, redesign and development priorities and in this way playing an active role in advising the Area Clinical Forum on potential for service improvement.

• Sharing best practice among the different professions and actively promoting multi-disciplinary working – in both health care and health improvement.

• Engaging widely with local clinicians and other professionals, leading to broader participation in the work of the Committee.

• Providing the Area Clinical Forum with a clinical perspective on the development of the Local Health Plan and the NHS Board’s strategic objectives.

• Investigating and taking forward particular issues on which clinical input is required on behalf of the Area Clinical Forum, taking into account the evidence base, best practice, clinical governance etc and make proposals for their resolution. The Committee should be pro-active as well as re-active on these issues.


3. Membership

The Committee will be representative of the whole profession in the area and be

elected on the basis of merit, knowledge and experience. It will comprise of no more than fourteen voting members to reflect as best as practicable the diversity of the profession. Representation should be split evenly between both Acute and Health and Social Care partnership functions.

Acute and Corporate (7) i.e. Members could be drawn from medical services, surgical services, specialist nursing services, advanced nurse practitioners Services for older people, midwifery services, paediatric services, Public Health, Health Improvement

Health and Social Care partnerships (7) i.e. Members could be drawn from: district nursing, practice nursing, children and young people services, prison health services, mental health services, learning disability services and services for older people. Following an election if the committee agrees that a gap exists in the ski lls within the committee, they can co-opt additional members from a designated speciality without voting rights as per section five. Executive Nurse Director or designated deputy without voting rights.


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4.1 Election of Ordinary Members


• The number of places available on the Committee and the professions requiring representation, should be notified by the Chair of the Committee, to the Corporate Business Manager.

• The Committee Secretary will make contact with all individuals practising in the particular field identified, where relevant taking due cognisance of the sub-specialisation on particular Committees.

• Current members of the Committee may stand for re-election if their term of office is due for renewal.

• Nomination forms will be sent out by the Committee Secretary to all eligible individuals inviting interest. Forms will contain deadline date, allowing four full weeks, for return of nomination forms. A supporting statement should accompany returned forms.


• Where more nominees come forward than places on the Committee an election will take place and the following process adhered to:

• Supporting statements and numbered ballot papers will be sent out to all eligible individuals practising in the designated field. Copies of these papers will also be circulated to the members of the Committee for information.

• A deadline date, allowing two full weeks, will be set for the return of the ballot papers. If more than one ballot paper with the same number is received, all papers with the same number will be deemed ‘spoilt’.

• All ballot papers should be returned to the Corporate Business Manager, NHS Ayrshire and Arran, Eglinton House, Ailsa Hospital, Ayr, K6 6AB, by close of business on the deadline date.

• Votes will be counted by the Corporate Business Manager in the presence of two independent witnesses.

• Where more than two candidates are nominated for election, a Single Transferable Vote system will be used. Under this system, members of the Profession will be invited to rank the candidates on the ballot paper putting a "1" next to their first choice, a "2" next to their second choice and so on.

• Where a member's first choice candidate has too few votes to be elected, their vote will be transferred to their second choice candidate and so on, until a candidate with the most votes is identified and is elected to the vacancy.

• The Corporate Business Manager will notify the nominees and the Chair of

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the Professional Committee, of the outcome of the election within 5 working days.


• The Officer standing down should give the Committee 6 weeks notice, of their intention. This should be submitted in writing to the Corporate Business Manager.

• Following the announcement an e mail will be circulated, by those providing administrative support to the Committee within 5 working days. This will be sent to all members of the Committee seeking nominations for the position available. A deadline of one week prior to the next meeting will be set. Upon receipt of nominations the Committee will be advised of candidates wishing to be considered for the role.

• Immediately prior to the next meeting those who have indicated their intention to stand will circulate information to the Committee with regard to the contribution they would make in the particular role.

• Where one nominee is received the nominee will be appointed to the appropriate vacancy. Where there is more than one nominee, the following process will be adhered to:

• Numbered ballot papers will be distributed to those attending on the day who are eligible to vote. Members who are unable to attend on the day should indicate their voting preference to the Committee Secretary prior to the meeting.



• The Committee meeting will then commence with the successful candidate taking up their new role.

• Where more than two nominees put themselves forward for a position then the Single Transferable Vote system as detailed above will be used. In the event that there are no nominations received for the role of Vice Chair of the Committee, this will rotate among Committee members according to a pre-agreed set period of time.


The Committee may co-opt up to 2 additional members who it considers may have a

particular contribution to the work of the Committee. The term of office of co-opted members is at the discretion of the Committee and will be reviewed every 6 months. Co-opted members will act in an advisory capacity.

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The terms of office of members of the Committee will be 4 years (commencing 1 April in the relevant year). Half of the membership of the Committee will be considered for re-election every two years in a staggered membership cohort. Committee members will be eligible for re-election.


At its first regular meeting in April every other year, the Committee will elect from its

members, a Chair and Vice-Chair to serve a term of 2 years. The Chair and Vice Chair will be eligible for re-election for a further term of 2 years but thereafter, unless approved by the NHS Board, will be required to demit office for at least one term.


The Chair and Vice Chair will comprise the Executive of the Committee. The

Executive will be empowered to consult and make recommendations on behalf of the Committee where decisions are required, before the next NHS Board meeting. The Executive must report all such decisions to the Committee for ratification. The Executive will also endorse any recommendations of any sub Committees of the Committee. Where the Executive cannot endorse the recommendations, the matter must be referred to the Committee for consideration.

9. Casual Vacancies

• A member who ceases to be representative of their electoral body will vacate his/her seat on the Committee and a casual vacancy will be declared.

• Where a member of the Committee has been absent from three consecutive meetings of the Committee, of which appropriate notice had been given, the Committee may, unless they are satisfied that the member’s absence was due to illness or other reasonable cause, declare that the seat on the Committee has been vacated and, thereupon, a casual vacancy will be declared.

• Members unable to attend due to reasonable cause may nominate a designated Deputy who may attend meetings without voting rights.

• Members of the Committee may at any time, by notice in writing by them and delivered to the Committee Secretary, resign their seat.

• A casual vacancy will be fi lled by the appointment of a new representative from the relevant electoral body by the Committee, whose name will be notified to the Committee Secretary forthwith. New representatives will hold office for the remainder of the term of office of the member in whose place they are appointed. Pending this appointment, the proceedings of the Committee will not be invalid by reasons of a vacancy.


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The Committee will, pro-actively and as requested by the NHS Board, communicate

with and advise the Area Clinical Forum in professional and clinical matters. This will be conducted through the attendance of the Chair and/or Vice Chair of the Area Professional Committee on the Area Clinical Forum as full members.

11. Committee Decision Where the Committee is asked to give advice on a matter and a majority decision is


12. Meetings

Meetings will usually be held on a 8-weekly basis to synchronise with the NHS

Board meeting calendar, but this can be varied at the discretion of the Chair. The Committee has the right to alter or vary these arrangements to cover holiday months or other circumstances.

13. Committee Members

In the event of a member of the Committee being unable to attend, apologies for

absence should be sent to the Committee Secretary. 14. Persons not Members of the Committee

The Committee is able to invite persons who are not members of the Committee to

attend meetings as outlined in point 5 of this Constitution. 15. Annual Report

The Committee will produce an Annual Report on its work for the year. This should

be presented at an Annual General Meeting and submitted to the NHS Board in May each year.

16. Quorum

Half of the elected members will be considered a quorum. 17. Notice of Meetings

The Committee Secretary will send agenda, minutes and notices of meetings to

every member of the Committee 5 working days before the day of the meeting. Failure by one or more members to receive papers will not invalidate proceedings.

18. Minutes

Draft minutes will be issued within 5 working days of the meeting to the Committee

members. Minutes of all meetings will be submitted, once ratified by the Committee, to the Area Clinical Forum and the Chief Executive of the NHS Board.

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20. Administrative Support Administrative support to the Forum will be provided by the Committee Secretary.

This will include the review of policy documents, summarising the documents and ensuring that they are issued for consultation appropriately and to the relevant Area Professional Committees. Additionally, the Committee Secretary will ensure that copies of the minutes, agenda and other relevant papers are prepared and circulated to the relevant Committees.




22. Sub-Committees


appropriate to consider and provide advice on specific issues. 23. Delegated Authority of Sub-Committees

Sub-Committees will have delegated to them such authority as may be agreed by

the parent Committee. The parent Committee will approve all Standing Sub-Committee Constitutions.


The Constitution will be altered only by a majority of not less than two thirds of the

members present at a special meeting of the Committee called for purpose, of which, at least 14 days notice will be given setting out the proposed alteration or amendment. Such alterations or amendments so approved will be intimated to each member of the Committee, and to the NHS Board for approval prior to implementation.

25. Confidentiality


of NHS Board documents. The Chair will rule where necessary to advise on the confidentiality of documents.


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Members are elected to act objectively and will declare any possible conflict of

interests as soon as possible after the commencement of a meeting. 27. Access

The Chair and/or Vice-Chair will represent the Committee at the meetings of the

Area Clinical Forum. There will be remuneration made available to only one attendee per Committee. The Chair is eligible for nomination for election to the post of Chair of the Area Clinical Forum.

28. Expenses



29. Publicity

No member of the Committee will make any official statement in public or to the

Press, pertaining to the work of the Committees, without prior consultation with the Chair or Vice-Chair.

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1 of 3

Appendix 6 NHS Ayrshire & Arran Area Optical Professional Committee Annual Report for 2018/2019 1. Summary

1.1 The Area Optical Professional Committee (AOPC) has continued to develop

projects to enhance eye care throughout Ayrshire and Arran and advise the Board accordingly. We have provided relevant input to the three Partnerships and worked closely with the Primary Care management team.

1.2 Key Messages • The AOPC has welcomed the establishment of the Eyecare Integration

Group to promote links between primary care Optometry and secondary care Ophthalmology

• We still believe that community Optometry can provide significant support to secondary care services by developing and implementing innovative shared care solutions enabling cost effective access to eyecare in the community.

2. Remit


3. Membership

3.1 The AOPC membership is as follows:

Douglas Orr (Chair) Alistair Duff (Vice Chair) Alan Beck Peter Carson Martin O’Neil Carol Semple Gillian Syme

4. Meeting


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2 of 3

4.2 The NHS Board has previously agreed that attendance at Committee meetings

should be recorded in the relevant Annual Report. The attendance record of each member is shown below (x indicates attended).

Dates Member 9/5/18 13/6/18 8/8/18 26/9/18 21/11/18 23/1/19 13/3/19 Douglas Orr (Chair) X X X X X X X

Alistair Duff (Vice Chair) X X X X X X

Alan Beck X X X X X X X

Peter Carson X X X X X X X

Martin O’Neill X X X X X

Carol Semple X X X X X X X Gillian Syme X X X X X X


5.1 In October 2018 the new General Ophthalmic Services (GOS) contract came into

force and over the year the profession has made significant strides towards almost complete electronic GOS claiming prior to paper claims being phased out. Both of these processes have been reviewed and commented on by the committee. We continue to have a significant number of local schemes which deliver enhanced services for the patients of Ayrshire & Arran in their community and are reviewed by the AOPC. These include Diabetic Retinopathy Screening, Low Vision Aids, Bridge to Vision, Hospital Contact Lenses and the successful Eyecare Ayrshire first port of call program. The committee has also provided input into the direct referral of patients to the stroke service by community Optometrists. Local referral criteria for Cataract have been reviewed through the Eyecare Integration Group with input from the AOPC. The establishment of this group has been a positive step in the links between primary and secondary care and referral criteria for other conditions are currently under review by secondary care at the AOPC’s request. The committee has consistently touched on the challenges posed by inadequate digital access to Board services and this would hamper further roll out of enhanced local services.


6.1 Making progress with Digital services for community Optometry remains a priority. This would ideally support enhanced referrals, shared care and ensuring independent prescribers can work to their full potential. The AOPC has been keen for some time to develop a pan-Ayrshire Ophthalmic strategy encompassing primary and secondary care. We are hopeful that we will see progress in this in the coming year whilst being mindful of Regional

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developments. Working through the Eyecare Integration Group we shall aim to refine referral criteria including the Cataract referral pathway.


7.1 2018/19 has seen the introduction of the new General Ophthalmic Services contract and refinement of the local Cataract referral criteria alongside the continued successful delivery of local schemes such as Eyecare Ayrshire. We hope to build on the success of these in the coming year and require support in developing digital services to allow Optometry to reach it’s full potential in supporting the Board’s wider agenda.

Mr Douglas Orr Chair – Area Optical Professional Committee

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Author: Mr Douglas Orr, AOPC Chair

Appendix 1


AREA OPTICAL PROFESSIONAL COMMITTEE


1. Title

The Committee will be called the “Ayrshire and Arran Area Optical Professional Committee”.

For the purposes of this Constitution, unless otherwise indicated, “Committee” means the Ayrshire and Arran Area Optical Professional Committee, “NHS Board” means the Ayrshire and Arran National Health Service Board and the “Area” means the Ayrshire and Arran NHS Board Area.


‘The Committee’ means the Area Optical Committee recognised by the Secretary of State under the provisions of Section 9 of the National Health Service (Scotland) Act 1978 for the area of the NHS Board.

‘General Optical Services’ means the Services referred to in Section 26 of the National Health Service (Scotland) Act 1978, as amended by the Health and Medicines Act 1988.

2. Functions

The Committee’s role is to advise, at the NHS Board’s request, or on its own initiative, authoritatively and promptly on:-



under the above Acts and guidance • Where appropriate the implications associated with contracts for the provision

of these services

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Specifically, the Committee will keep under review the list of Optometrists

undertaking the provision of General Ophthalmic Services.



• Reporting the business of the Area Professional Committees to ensure a co-ordinated approach on clinical matters among the different professions and within the component parts of the local NHS system (acute services, primary care, health improvement etc);







3. Membership

The Committee will be representative of the whole profession in the area and be

elected on the basis of merit, knowledge and experience. It will comprise of no more than eight voting members to reflect as best as practicable the diversity of the profession and hence representation.

The following will be invited in an “in Attendance” capacity;

• Head of Primary Care and Out of Hours Community Response Services • Primary Care Manager – Optometry • Optometric Advisors

All members must be actively engaged in National Health Service practice.


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• The number of places available on the Committee and the professions requiring representation should be notified by the Chair of the Committee, to the Corporate Business Manager.

• The Committee Secretary will make contact with all individuals practising in the particular field identified, where relevant taking due cognisance of the sub-specialisation on particular Committees.

• Current members of the Committee may stand for re-election if their term of office is due for renewal.

• Nomination forms will be sent out by Committee Secretary, to all individuals inviting interest.

• Forms will contain deadline date allowing four full weeks, for return of nomination forms. A supporting statement should accompany returned forms.


Where more nominees come forward than places on the Committee an election will

take place and the following process adhered to:



• All ballot papers should be returned to the Corporate Business Manager, NHS Ayrshire and Arran, Eglinton House, Ailsa Hospital, Ayr, KA6 6AB, by close of business on the deadline date.

• Votes will be counted by the Corporate Business Manager in the presence of two independent witnesses.

Where more than two candidates are nominated for election, a Single Transferable

Vote system will be used. Under this system, members of the Profession will be invited to rank the candidates on the ballot paper putting a "1" next to their first choice, a "2" next to their second choice and so on.

Where a member's first choice candidate has too few votes to be elected, their vote will be transferred to their second choice candidate and so on, until a candidate with the most votes is identified and is elected to the vacancy.

The Corporate Business Manager will notify the nominees and the Chair of the Professional Committee, of the outcome of the election within 5 working days.

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Should vacant seats remain following this process; nominations to the remaining

seats will be sought at the Annual General Meeting.

4.2 The Officer standing down should give the Committee 6 weeks’ notice, of their

intention. This should be submitted in writing to the Corporate Business Manager.

Following the announcement an e mail wi ll be circulated, by those providing administrative support to the Committee within 5 working days. This will be sent to all members of the Committee seeking nominations for the position available. A deadline of one week prior to the next meeting will be set. Upon receipt of nominations the Committee will be advised of candidates wishing to be considered for the role.

Immediately prior to the next meeting those who have indicated their intention to stand will speak to the Committee with regard to the contribution they would make in the particular role.

Where one nominee is received the nominee will be appointed to the appropriate vacancy. Where there is more than one nominee, the following process will be adhered to:

• Numbered ballot papers will be distributed to those attending on the day who are eligible to vote. Members who are unable to attend on the day should indicate their voting preference to the Committee Secretary prior to the meeting.



• The Committee meeting will then commence with the successful candidate taking up their new role.

Where more than two nominees put themselves forward for a position then the

Single Transferable Vote system as detailed above will be used. In the event that there are no nominations received for the role of Vice Chair of the Committee, this will rotate among the Committee members according to a pre-agreed set period of time.



particular contribution to the work of the Committee. The term of office of co-opted members is at the discretion of the Committee and will be reviewed every 6 months. Co-opted members will act in an advisory capacity.


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The terms of office of members of the Committee will be 4 years (commencing 1st April in the relevant year). Half of the membership of the Committee will be considered for re-election every two years in a staggered membership cohort. Committee members will be eligible for re-election.



members, a Chair and Vice-Chair to serve a term of 2 years. The Chair and Vice Chair will be eligible for re-election for a further term of 2 years.



Executive will be empowered to consult and make recommendations on behalf of the Committee where decisions are required, before the next NHS Board meeting. The Executive must report all such decisions to the Committee for ratification.

The Executive will also endorse any recommendations of any sub Committees of the Committee. Where the Executive cannot endorse the recommendations, the matter must be referred to the Committee for consideration.

9. Casual Vacancies


seat on the Committee and a casual vacancy will be declared.

Where a member of the Committee has been absent from three consecutive meetings of the Committee, of which appropriate notice had been given, the Committee may, unless they are satisfied that the member’s absence was due to illness or other reasonable cause, declare that the seat on the Committee has been vacated and, thereupon, a casual vacancy will be declared.

Members of the Committee may at any time, by notice in writing by them and delivered to the Committee Secretary, resign their seat.

A casual vacancy will be filled by the appointment of a new representative from the relevant electoral body by the Committee, whose name will be notified to the Committee Secretary forthwith. New representatives will hold office for the remainder of the term of office of the member in whose place they are appointed. Pending this appointment, the proceedings of the Committee will not be invalid by reasons of a vacancy.



with and advise the Area Clinical Forum in professional and clinical matters. This will be conducted through the attendance of the Chair and/or Vice Chair of the Area Professional Committee on the Area Clinical Forum as full member.

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Where the Committee is asked to give advice on a matter and a majority decision is reached the Chair will report the majority view and will also make known any minority opinion and present the supporting arguments for all view points.

12. Meetings

Meetings will usually be held on a 6-weekly basis to synchronise with the NHS

Board meeting calendar, but this can be varied at the discretion of the Chair.


Committee Members In the event of a member of the Committee being unable to attend, apologies for absence should be sent to the Committee Secretary.

Persons not Members of the Committee The Committee is able to invite persons who are not members of the Committee to attend meetings as outlined in point 5 of this Constitution.

Annual Report The Committee will produce an Annual Report on its work for the year. This should be presented at an Annual General Meeting and submitted to the NHS Board in May each year.

13. Quorum

Half of the members of the Committee will be deemed a quorum.




15. Minutes




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Administrative support to the Committee will be provided by the Committee

Secretary. This will include the review of policy documents, summarising the documents and ensuring that they are issued for consultation appropriately and to the relevant Area Professional Committees. Additionally the Committee Secretary will ensure that copies of the minutes, agenda and other relevant papers are prepared and circulated to the relevant Committees.




19. Sub-Committees


appropriate to consider and provide advice on specific issues.







22. Confidentiality



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Members are elected to act objectively and will declare any possible conflict of interests as soon as possible after the commencement of a meeting.

24. Access

The Chair and Vice-Chair will represent the Committee at the meetings of the Area

Clinical Forum. The Chair is eligible for nomination for election to the post of Chair of the Area Clinical Forum.

25. Expenses



26. Publicity



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Appendix 7 NHS Ayrshire & Arran Area Pharmaceutical Professional Committee Annual Report for 2018/2019 1. Summary

1.1 The Area Pharmaceutical Professional Committee (APPC) has a statutory function

to advise the NHS Board with regard to pharmacy contracts in association with the National Health - Services (Pharmaceutical Services) (Scotland) Regulations 1995. Further to this statutory role, the Committee also appoint contractor and non-contractor members to the Pharmacy Practices Committee (PPC), a Committee that holds the delegated authority of NHS Ayrshire and Arran in relation to the granting of NHS pharmacy contracts within Ayrshire and Arran. During the year the APPC met in line with NHS Board meetings to advise on any professional matters pertaining to pharmacy and patient care.

1.2 Key Messages

• The Committee will continue to support the transformational change taking place within Primary Care with the new General Medical Service contract, the continued appointments of General Practice Clinical Pharmacists and Pharmacy technicians and greater integration with the wider Primary Care team.

• The increased Pharmacy First via the Community Pharmacists.

2. Remit


3. Membership

3.1 The Committee is comprised of 12 members, six employees from all areas of NHS Ayrshire and Arran and six representatives from pharmacists working in the community. The community representatives are made up from three representatives of the Area Pharmacy Groups in each Health and Social Care Partnership area and three representatives of the NHS Ayrshire & Arran Pharmacy Contractors Committee. Craig Murdoch resigned as the nominee of the East Area Pharmacy Group in September 2018 and as vice chair of the committee and Gilliam Lamb was welcomed to her first meeting in October 2018.

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Co-vice chairs were elected in October which were Kerr Maconochie and Sam Falconer. Elaine Watson resigned from the committee as a managed service member and Annemarie Crowe was welcomed onto the committee not only as a managed service member but also as the first technician on the committee. Roisin Kavanagh resigned her managed service membership in January and it was decided not to fill the vacancy at this time but to wait for the formal elections in March 2019.

4. Meeting

4.1 The Committee met on six occasions between 1 April 2018 and 31 March 2019.


Dates Member 15/5/18 14/8/18 2/10/18 27/11/18 29/1/19 19/3/19

Mrs Gillian Jardine (Chair)

X X X X

Mr Sam Falconer (Co-Vice Chair since Oct 2018)

X X X X X

Mr Kerr Maconochie (co-Vice Chair since Oct 2018)

X X X X X X

Ms Shona Clark X X X X X

Ms Annmarie Crowe (joined Oct 2018)

X X X

Ms Roisin Kavanagh (left Dec 2018)

X X

Ms Gillian Lamb (joined Oct 2018)

X X X

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Ms Joyce Mitchell

X X X X X

Mr Craig Murdoch (left Sept 2018)

Ms Morag McConnell

X X X

Ms Jacqueline Seenan

X X X X X

Ms Kerry Steel

X X X X X

Mr Wallace Stevenson

X X X X

Ms Elaine Watson (left Oct 2018)


5.1 The Committee advised the Pharmacy Practices Committee on 4 contractual

pharmacy applications during the year which included 2 new and 2 rehearing applications. The Committee agreed on the list of points that should be considered during the committee’s discussion about the application. Due to the applications that required to be reheard, the committee nominated more pharmacists for the Pharmacy Practice Committee along with agreeing the criteria on eligibility that would be used in the future for nomination. The Committee updated the constitution during the year. The committee had updates from the following – Karen Menzies, Specialist Palliative Care Pharmacist, who updated the committee on the palliative care project taking place within the area. The project aims to promote communication and information sharing, including out of hours, between GP practices and community pharmacy to address clinical governance issues and improve the care being provided to palliative care patients and their families. She outlined proposals being taken forward by a short life working group for the management of “Just in Case” bags through GP practices, planned to take effect from 1 April 2019. Alex Adams, Specialist Pharmacist in substance misuse who attended to discuss the current issues within the substance misuse service and how communication between all the professions involved could be improved. The committee also discussed the results of national survey that had taken place a few years ago about Pharmacy Attitudes to Substance Misuse. Several actions points were agreed on as well as a further progress report in a year’s time. Consultations The APPC submitted responses on the following national and local consultations

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• Pharmacy (Preparation and Dispensing Errors – Hospitals and other

Pharmacy Services) Order 2018, Pharmacy (responsible pharmacists, superintendent pharmacists etc) Order 2018

• General Pharmaceutical Counci l - Publication and Disclosure policy • Discussion on making sure patients and the public obtain medicines and

other pharmacy services safely on-line • General Pharmaceutical Counci l – initial education and training for

pharmacists Reports from APPC representatives on other Committees

• Pharmacy Practices Committee – the contractor and non-contractor representatives from the Committee at the start of the year were Wallace Stevenson, Diane Lamprell, Richard Devenish, Janet Gallagher, Joyce Mitchell, Morag McConnell and Craig Murdoch. The Committee met twice over the past year to discuss two new applications plus a further twice as the National Appeal Panel advised re-hearings of 2 previous applications. The APPC has three representatives in attendance at each meeting. The number of nominations therefore required to be increased due to the rehearing meetings required. The following pharmacists therefore joined the list of APPC nominations to represent the committee - Jacqueline Bradley, Stuart Burns, Faiza Yousaf, John Connolly, Andrew McMurdo, David Noon, Alan Wilson and Mohammad Ameen. Representatives were also required to be co-opted at short notice from outside NHS Ayrshire and Arran for the rehearing and they were as follows - Yvonne Williams (Pharmacy Contractor Member - Lanarkshire), Catherine Stitt (Pharmacy Contractor Member - Lanarkshire), Ian Mouat (Pharmacy Non Contractor Member – Greater Glasgow and Clyde), Kenneth Irvine (Pharmacy Contractor Member – Greater Glasgow and Clyde) and Scott Bryson (Pharmacy Non Contractor Member – Greater Glasgow and Clyde).

• Area Drug and Therapeutics Committee (ADTC) – Alison Tait was

replaced by Fiona Knight during the year. An APPC representative was at 3 out of 5 meetings. Report as follows - medicine shortages in the community, which are becoming an issue, are highlighted to the committee along with correct administration of medicines by carers in guidelines to ensure no problems and the dose can be measured..

• Non Medical Prescribing – Morag McConnell. There have been no meetings of this group.

• Patient Group Directions (PGD) Group (sub group of the Non-Medical Prescribing group of the ADTC) - Alison Tait retired from the group and the committee are working on a replacement.


6.1 • To continue to support the role of Pharmacy in the Health and Social Care

Integration agenda and encourage engagement with pharmacists within each locale.

• Transformational change which includes Achieving Excellence in Pharmaceutical Care (the National Pharmacy strategy) and local initiatives

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in NHS A&A – to proactively encourage and promote engagement of all to advance change.

• To support the development of Pharmacy First and any changes of the other services and encourage more integration and joint working with the wider primary care team in particular in the provision of the new General Medical Services contract.

• To continue to give advice and insight on all aspects of the provision of Pharmacy services across Ayrshire and Arran, in particular, to promote person centred care


7.1 I would like to thank Craig Murdoch, Vice Chair for his support. I would also like to

thank Kerr Maconochie and Sam Falconer, Co-Vice chairs, Roisin Kavanagh, Professional Secretary and Angela O’Mahony, Committee Secretary, for their invaluable input and support throughout the year.

Mrs Gillian Jardine Chair – Area Pharmaceutical Professional Committee

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Version: 00.2 Date Approved: 08/10/2018 Status: Draft Page: 1 of 10

Author: Mrs Gillian Jardine, APPC Chair

Appendix 1 NHS Ayrshire and Arran

Area Pharmaceutical Professional Committee


1. Title

The Committee will be called the “Ayrshire and Arran Area Pharmaceutical

Professional Committee”. For the purposes of this Constitution, unless otherwise indicated, “Committee” means the Ayrshire and Arran Area Pharmaceutical Professional Committee, “NHS Board” means the Ayrshire and Arran National Health Service Board and the “Area” means the Ayrshire and Arran NHS Board Area.

The National Health Service (Scotland) Act 1978, as amended by the National Health Service and Community Care Act 1990, makes provision for the recognition by an NHS Board of a Committee representative of the pharmaceutical profession in its area. The Health Act 1999 further amended the NHS (Scotland) Act 1978 to extend the remit of professional advisory Committees to include the provision of advice to NHS Trusts. The general principles considered suitable for application to such a Committee are set out in NHS Circular Gen (1992)17 and NHS Circular Gen (1992)26.

The Public Bodies (Joint Working)(Scotland) Bill, introduced in May 2013, sets out a radical change in the way the NHS, local authorities and the third sector integrate and work together. The Achieving Excellence Vision and Action Plan, published in 2017, provide the strategic direction for the planning and delivery of NHS Pharmaceutical care.

2. Functions


initiative, authoritatively and promptly on:-

• The health and professional service needs of the local population

• Issues which impinge on patient care

• The creation and maintenance of effective links with all other Area Professional Committees.

• Any other professional and other functions as may be prescribed in future under the above acts and guidance

• Where appropriate, the implications associated with contracts for the provision of these services In so doing the Committee will reflect the views of the whole profession locally and not any faction or geographical grouping.

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• Members will be required to read and respond to various papers and mailings, and may be tasked with completing individual pieces of work from time to time, either individually or as members of sub- committees and short life working groups (SLWGs).


• Reporting the business of the Area Professional Committees to ensure a co-ordinated approach on clinical matters among the different professions and within the component parts of the local NHS system (acute services, primary care, health improvement etc);




• Providing the Area Clinical Forum with a clinical and professional perspective on the development of the Local Health Plan and the NHS Board’s strategic objectives;

• Investigating and taking forward particular issues on which clinical input is required on behalf of the Area Clinical Forum, taking into account the evidence base, best practice, clinical governance etc., and make proposals for their resolution. The Committee should be pro-active as well as re-active on these issues;


3. Membership

3.1 The Committee will be representative of all registered pharmacy professionals in

the area and be elected on the basis of merit, knowledge and experience. It wi ll comprise of no more than twelve voting members, to reflect as best as practicable the diversity of the profession and hence representation.

Category of Membership Number of Members

a) Registered pharmacy employees of NHS Ayrshire & Arran (Members could be drawn from Acute, Public Health, Primary Care, Community Pharmacy, Medicine Utilisation).

6

b) Pharmacists working in the community in Ayrshire 6

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and Arran Three of whom will be nominees of the Area Pharmacy Groups in each Health and Social Care Partnership area.

Three will be nominees of the Ayrshire & Arran Pharmacy Contractors Committee, one of whom will be an independent contractor and one will be an employee of a national multiple. To maintain the balance of the Committee, membership is limited to two per contractor group. TOTAL 12

The Director of Pharmacy will be invited to attend every meeting of the Committee in an ex-officio capacity unless they have been elected as a substantive member of the Committee.

All Committee members are allowed to be represented by deputies at meetings but they will have no voting rights.



Each profession represented by the Committees shall elect or nominate members

who must be practising in Ayrshire and Arran. To ensure continuity within professional groups each Committee will canvas and elect or nominate professional members in the following way:

4.1.1 Pharmacist employees of NHS Ayrshire & Arran

• The number of places available on the Committee and the professions requiring representation should be notified by the Chair of the Committee, to the Corporate Manager.

• In liaison with NHS Ayrshire & Arran Pharmacy Team the Corporate Manager will make contact with all individuals practising in the particular field identified, where relevant taking due cognisance of the sub-specialisation on particular Committees.

• Current members of the Committee may stand for re-election if their term of office is due for renewal, up to a maximum of three consecutive terms.

• Nomination forms will be sent out by NHS Ayrshire and Arran Corporate Department, to all individuals inviting interest. Forms will contain deadline date allowing four full weeks, for return of nomination forms.

• Where nominations received are equal to places on the Committee an election will not be required and nominees can be appointed a seat with the agreement of the Committee.

4.1.2 Where more nominees come forward than places on the Committee an election

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will take place and the following process adhered to:



• All ballot papers should be returned to the Corporate Manager, NHS Ayrshire and Arran, Eglinton House, Ailsa Hospital, Ayr, KA6 6AB, by close of business on the deadline date.

• Votes will be counted by the Corporate Manager in the presence of two independent witnesses.

• Where more than two candidates are nominated for election, a Single Transferable Vote system will be used. Under this system, members of the Profession will be invited to rank the candidates on the ballot paper putting a "1" next to their first choice, a "2" next to their second choice and so on.

• Where a member's first choice candidate has too few votes to be elected, their vote will be transferred to their second choice candidate and so on, unti l a candidate with the most votes is identified and is elected to the vacancy.

• The Corporate Manager will notify the nominees and the Chair of the Professional Committee, of the outcome of the election within 5 working days.

4.2 Pharmacists working in the community in Ayrshire and Arran

The number of places available on the Committee should be notified by the Chair

of the Committee, to the Corporate Manager.

In liaison with NHS Ayrshire & Arran Pharmacy Team the Corporate Manager will make contact with the Chair of the Area Pharmacy Contractors Committee and the Lead Pharmacists of the Health and Social Care Partnerships Pharmacy Groups, seeking nominations of individuals practising in the particular field and area identified, where relevant taking due cognisance of the sub-specialisation on particular Committees Current members of the Committee may stand for re-nomination if their term of office is due for renewal, up to a maximum of three consecutive terms.


The Officer standing down should give the Committee 6 weeks notice, of their

intention. This should be submitted in writing to the Corporate Manager.

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Following the announcement an email will be circulated, by those providing administrative support to the Committee within 5 working days. This will be sent to all members of the Committee seeking nominations for the position available. A deadline of one week prior to the next meeting will be set. Upon receipt of nominations the Committee will be advised of candidates wishing to be considered for the role. Immediately prior to the next meeting those who have indicated their intention to stand will speak to the Committee with regard to the contribution they would make in the particular role.

Where one nominee is received the nominee will be appointed to the appropriate vacancy. Where there is more than one nominee, the following process will be adhered to:

o Numbered ballot papers will be distributed to those attending on the day who are eligible to vote. Members who are unable to attend on the day should indicate their voting preference to the Committee Secretary prior to the meeting.

o Ballot papers should be completed and returned to the Committee Secretary who will act as returning officer.

o The Committee Secretary will, in the presence of those members attending on the day, count the votes and announce the result.

o The Committee meeting will then commence with the successful candidate taking up their new role.

o Where more than two nominees put themselves forward for a position then the Single Transferable Vote system as detailed above will be used. In the event that there are no nominations received for the role of Vice Chair and Professional Secretary of the Committee these will rotate among Committee members according to a pre-agreed set period of time.


The Committee may co-opt up to 2 additional members who it considers may

have a particular contribution to the work of the Committee. The term of office of co-opted members is at the discretion of the Committee and will be reviewed every 6 months. Co-opted members will act in an advisory capacity only, with no voting rights.

6. Nominee representatives of the APPC

From time to time the Committee may be requested to nominate representatives

to represent the profession on other committees or groups. The nominees should be agreed at a meeting of the Committee. The term of office of nominees should follow those of the committees or groups that they are attending, but should not exceed the term of office of the Committee members. Nominees should not serve for more than three consecutive terms. Nominees will be required to attend Committee meetings to provide an update of their work, at regular intervals, and

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will be required to contribute to the annual report of the Committee. 7. Tenure of Office of Members

The terms of office of members of the Committee will be 4 years (commencing 1st

April in the relevant year). Half of the membership of the Committee will be considered for re-election every two years in a staggered membership cohort. Committee members will be eligible for re-election but should not serve for more than three consecutive terms.


The Committee will elect from its members, a Chair, Vice-Chair and Professional Secretary to serve the remainder of their term of office. The APPC Chair role may be undertaken on a shared basis through the appointment of co-Chairs. They will be eligible for re-election for a further term of office but thereafter, unless approved by the Board, wi ll be required to demit that office for at least one term.


9.1 The Chair, Vice Chair and Professional Secretary will comprise the Executive of

the Committee. Where the elected Chair is from the managed sector the Vice Chair will be elected from the community pharmacy sector, and vice versa.

9.2 The Executive wi ll be empowered to consult and make recommendations on

behalf of the Committee where decisions are required before the next NHS Board meeting and/or meeting of the Committee. No single member of the Executive may make a recommendation without due consultation with the other members of the Executive. The Executive must report all such decisions to the Committee. The Executive will also endorse any recommendations of any sub committees of the Committee. Where the Executive cannot endorse the recommendations, the matter must be referred to the Committee for consideration.

9.3 The Professional Secretary will be elected from the Committee as outlined in point

8, and will be a full member of the Executive. The role of the Professional Secretary is to work with the Chair and Vice Chair in providing support to the members on professional matters such as consultations and Pharmacy Practice Committee applications, and also to assist in any response to a request for professional advice from the Board and Partnership Agencies. The Professional Secretary will also work closely with the Committee Secretary in providing guidance and input where professional matters require to be recorded. The Professional Secretary will be allowed the appropriate dedicated time required to fulfil the responsibility of the role at the rate agreed with the Board.


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A member who ceases to be representative of their electoral body will vacate his/her seat on the Committee and a casual vacancy will be declared.

Where a member of the Committee has been absent from three consecutive meetings of the Committee, of which appropriate notice had been given, the Committee may, unless they are satisfied that the member’s absence was due to illness or other reasonable cause, declare that the seat on the Committee has been vacated and, thereupon, a casual vacancy will be declared.

Members of the Committee may at any time, by notice in writing by them and delivered to the Committee Secretary resign their seat.

A casual vacancy will be fi lled by the appointment of a new representative from the relevant electoral body by the Committee, whose name will be notified to the Committee Secretary forthwith. New representatives will hold office for the remainder of the term of office of the member in whose place they are appointed. Pending this appointment, the proceedings of the Committee will not be invalid by reasons of a vacancy.


The Committee will, pro-actively and as requested by the NHS Board,

communicate with and advise the Area Clinical Forum on professional and clinical matters. The Chair and/or Vice-Chair and/or Professional Secretary will represent the Committee at the meetings of the Area Clinical Forum. The Chair is eligible for nomination for election to the post of Chair of the Area Clinical Forum.


Where the Committee is asked to give advice on a matter and a majority decision

is reached the Chair will report the majority view and will also make known any minority opinion and present the supporting arguments for all view points.

13. Meetings

Meetings will usually be held on an 8-weekly basis during normal business hours,

to synchronise with the NHS Board meeting calendar, but this can be varied at the discretion of the Chair. The Committee has the right to alter or vary these arrangements to cover holiday months or other circumstances. Committee Members

In the event of a member of the Committee being unable to attend, apologies for absence should be sent to the Committee Secretary. Persons not Members of the Committee

The Committee is able to invite persons who are not members of the Committee to attend meetings as outlined in point 5 of this Constitution.

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Annual Report

The Committee will produce an Annual Report on its work for the year which will include reports from any sub-committees and nominated representatives of the Committee. This should be presented at an Annual General Meeting and submitted to the NHS Board in May each year.

14. Quorum

Half of the members of the Committee will be deemed a quorum. Of that quorum at least two members will be from sections a and b within Section 3 (Membership).




16. Minutes

Draft minutes will be issued within 5 working days of the meeting to the Committee members. Minutes of all meetings will be submitted, once ratified by the Committee, to the Area Clinical Forum and the Chief Executive of the NHS Board.


Two members may, by writing to the Chair, request an extraordinary meeting of

the Committee and should specify the business to be discussed at such a meeting. The Chair’s decision on whether to accede to the request will be final, and must be reported to the next ordinary meeting of the Committee.


Administrative support to the Forum will be provided by the Committee Secretary.

This will include the review of policy documents, summarising the documents and ensuring that they are issued for consultation appropriately and to the relevant Area Professional Committees. Additionally the Committee Secretary will ensure that copies of the minutes, agenda and other relevant papers are prepared and circulated to the relevant Committees.



close consultation with the NHS Board, that the agreed recommendations of the

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Committee are conveyed to the Area Clinical Forum and the Chief Executive of the NHS Board as well as to Partner agencies who have sought the professional opinion of the Committee. The Chair will ensure that the meetings are carried out in an atmosphere of professional respect and dignity encompassing the values of NHS Ayrshire & Arran.

20. Sub-Committees, Short Life Working Groups, Nominated Representatives

The Area Professional Committee may appoint ad hoc sub- committees, SLWGs,

and nominated representatives as appropriate to consider and provide advice on specific issues.

21. Delegated Authority of Sub-Committees, Short Life Working Groups,

Nominated Representatives

Sub-committees, SLWGs and nominated representatives will have delegated to them such authority as may be agreed by the parent Committee.


Recommendations to alter the Constitution must be approved by a majority of not

less than two thirds of the members present at a special meeting of the Committee called for purpose (which must be quorate – as per Section 13) of which, at least 14 days notice will be given setting out the proposed alteration or amendment. Such alterations or amendments so approved will be intimated to each member of the Committee, and to the NHS Board for approval prior to implementation.

23. Confidentiality

All members of the Committee will be responsible for maintaining the confidentiality of NHS Board documents. The Chair will rule where necessary to advise on the confidentiality of documents.



interests as soon as possible after the commencement of a meeting. Members are required to consider and debate upon the pharmacy professional aspects of any issues brought to the Committee. Where this conflicts with the opinions and focus of another group associated with a Member, then the Member must note the conflict of interest immediately, and take no further part in the discussion.

26. Expenses

Members of the Committee, sub-committees, SLWGs and nominated representatives, who incur reasonable expenses will have travelling and other

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allowances, including compensation for the loss of remunerative time, defrayed by the NHS Board, subject to the approval of the First Minister. Payments will only be made as respects the exercise of functions conferred and where they are not met by any other body.

27. Publicity


Press, pertaining to the work of the Committees, without prior consultation with Director of Pharmacy and the Communications Department of NHS Ayrshire and Arran.

Version: Date: Summary of Changes: Approved by 00.1 14/08/2018 Changes to reflect publication of Achieving Excellence

and to clarify membership. APPC 14/08/2018 ACF via email NHS Board 08/10/2018

00.2 10/05/2019 Change to Section 8, Election of Officers, to enable the APPC Chair role to be undertaken on a shared basis by Co-Chairs.

APPC via email 10/05/2019 ACF via email 14/05/2019 NHS Board

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Appendix 8 NHS Ayrshire & Arran Area Psychology Professional Committee Annual Report for 2018/2019 1. Summary

1.1 The Area Psychology Professional Committee (APsyPC) Committee has representation

from all Psychological Service Specialties within NHS Ayrshire and Arran. Members of the Committee continue to work hard to ensure that all constituents have a voice and that best practice and evidence based advice is provided to the NHS Board. The Committee disseminates information to and from the Psychological Service Business Meeting and APsyPC feedback is a standing item on the agenda. There is recognition that a small number of accredited therapists are employed outwith the Psychological Service and measures are in place to provide them with representation through the Committee.

1.2 Key Messages • The Committee is conscious of the pro-active approach taken by the previous

committee in the development of papers for the board and keen to maintain this approach following a period of significant change. To this end there have been active measures to re-engage with constituents across all specialties in relation to current priorities. The committee is also keen for engagement with the Executive Lead in the North Health and Social Care Partnership which hosts Mental Health Services in relation to shared concerns and priorities.

• The committee welcomes the work to develop NHS Ayrshire & Arran as a trauma-informed organisation and the work by the infant, children and young people’s programme board in relation to Adverse Childhood Experiences (ACE) and resi lience. The committee hopes that the paper on “Bui lding Psychological Resilience within our Communities” by the ApsyPC previously will be helpful in taking this work forward.

• The Committee remains mindful of importance of the transformational change agenda and this is a standing item for discussion

2. Remit


3. Membership

3.1 The Committee has had a period of significant change in its membership, due to the

Psychological Service Review and re-elections. Mrs Janet Davies stood down as Chair in March 2018 to focus on her new role as Psychology Professional Lead, with Dr Kerry Teer taking over as Chair in May 2018. In addition, there were changes to 3 of the

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remaining 6 representatives. Membership is as follows: Dr Kerry Teer (Child Psychology), Chair since May 2018 Dr Laura Watters (Learning Disabilities), Vice Chair since February 2017 Dr Maureen Seils (Adult Mental Health) took over from Mrs Janet Davies in June 2018 Dr Ying Teh (Older Adults) Dr Susan O’Connell (Clinical Health/Neuropsychology), took over from Dr Esther Murray in June 2018. Dr O’Connell is on maternity leave from January 2019 and Dr Siobhan Manuell will provide cover during this leave. Ms Lyndsay Brown (Psychological Therapist – CBT) Ms Lorraine O’Rourke (Counselling), took over from Mr Colin Scott in May 2018

4. Meeting



Dates Member 15/05/18 19/06/18 14/08/18 02/10/18 27/11/18 29/01/19 19/03/19 Dr Kerry Teer,Chair X X X X X X X

Dr Laura Watters, Vice-Chair

X X X X X X

Dr Maureen Seils (from June 2018)

X X X X X

Dr Susan O’Connell (joined May 2018)

X X X Mat leave

Mat leave

Dr Siobhan Manuell (joined March 2019)

X

Dr Ying Teh X X X X X X

Ms Lyndsay Brown

X X X X

Ms Lorraine O’Rourke

X X X X X X X

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5.1

The Committee has remained mindful of the need for transformational change, and an innovative approach to the effective provision of good quality psychological care. The committee noted developments across a number of service areas including:

• Older Adult - pilot of low intensity CBT teaching and supervision to increase psychology skills in existing multi-disciplinary workforce in elderly mental health.

• Children’s Services – ongoing work to enable more rapid diagnosis of autism/adhd so that appropriate services and support can be put in place.

• Scottish Government funded foetal alcohol spectrum disorder project to develop appropriate assessment and resources and provide early intervention.

• Inspire project to support people who have been in Intensive Care using distress thermometer to identify patients suffering psychological distress.

• The Committee also noted the value of thorough vetting of referrals by experienced staff at an early stage to ensure people were being accepted to the appropriate service at the outset, or signposted to a more appropriate service as required.

5.2 There have been developments in the professional representation of Clinical

Psychologists, who form a significant proportion of the Psychological Service workforce, through the emergence of the Association of Clinical Psychologists (ACP) and its recognition by the HCPC. This is in addition to the ongoing representation for practitioner psychologists through the British Psychological Society (BPS) and its Division of Clinical Psychology (DCP). As this may have implication for professional guidance for a significant portion of the Psychological Therapies workforce, the APsyPC has sought to engage with both the ACP and BPS to clarify roles and responsibilities in relation to professional issues for both Psychological services staff and the wider workforce. This will be followed up in the coming year.

5.3 The Psychology Review of Workforce and Capacity remained a standing item on the Agenda as the Psychological Services Change Project led by Mrs Thelma Bowers, Head of Mental Health, moved to its implementation stage in January 2018. The Committee supports the area-wide and professional lead structure with the associated flexibility of use of limited specialist resource and greater opportunity for equity of service provision. The Committee also supports Psychological Service staff being embedded in operational clinical teams with shared responsibility and accountability for the functionality of the service with senior managers.

5.4 The Committee welcomes the ongoing work in developing data systems and data analysis provision to support efficient and effective service delivery and workforce planning. The Committee is keen to consider the opportunities this may bring to support innovative ways of delivering psychological care. The Committee did note the impact of the loss of senior staff members due to retiral and service redesign and the challenges this has brought in providing continuity of care and leadership through a period of significant change

5.5 The Committee continued to provide advice to the Board with regard to Board papers that were circulated for comment. The Committee noted with concern the rising number of drug related deaths and the impact on family, including grandparents providing kinship care. Scottish Government funding had allowed the development of a Clinical Psychologist post in Addictions, since January 2018, and it may be helpful to work with Dr Laura Mitchell in terms of how to engage with people with problematic drug and alcohol misuse. The committee welcomed the development of the British

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Sign Language (BSL) plan and the development of a framework to support the implementation of this plan.

5.6 The Committee has ensured that all its constituents are kept informed of Committee activity by sharing the annual report, having APsyPC as a standing item at Psychological Service Business Meeting and via Heads of Specialty discussing the work of the Committee at Specialty department meetings.

5.7 Following a period of change and instability within the committee, actions have been taken to raise awareness of the Committee’s role and work with the wider staff group and to refocus the Commitee’s priorities. A presentation was made on the role of the Committee at the Psychological Services workshop on 1st march 2019 and feedback obtained on issues of particular concern or importance in the provision of psychological care within NHS Ayrshire & Arran. This is being summed into a thematic analysis and will be taken forward by the committee.


6.1 To continue to provide strong professional psychology advice to the Board in subject

areas which would help improve the health and wellbeing of the people of Ayrshire and Arran. Following a period of change in both the ApsyPC and within Psychological Services, the committee is keen to take a pro-active approach to the identification of issues relevant to the provision of robust and effective psychological care. The priorities for 2019/20 are likely to be influenced by the ongoing implementation of the Psychological Service Review and the need for Transformational Change activity. The committee is also keen to engage with the Director of the North Health and Social Care Partnership, which hosts Mental Health Services, or an appropriate representative, to ensure a full awareness of the operational context for the provision of psychological care.


7.1 This has been a relatively challenging year for the Committee with changes in membership related to the implementation of the Psychological Services Review and through re-election. In particular, and related to changes in the wider Psychological Service, there had been a loss in representation from staff holding senior posts and bringing a broad strategic perspective to this professional advisory committee. As there is now stable representation across the Committee all members are keen to build on the proactive work undertaken by the Committee in previous years.

8. 8.1

Conclusion The Committee would like to thank all those who contributed to the work of the Committee through the year, particularly Janet Davies for her term as Chair and ongoing leadership as Professional Lead for Psychological Services.

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8.2 The Committee notes with great sadness the death of Dr Helen Lynn, Chair of the

Committee until her retirement through i ll health in January 2017, and are grateful for her thoughtful and innovative leadership in the provision of psychological care.

8.3 The Committee continues to be indebted to Angela O’Mahony for the high standard of administrative support and guidance provided to the Committee.

Dr Kerry Teer Chair – Area Psychology Professional Committee

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Author: Dr Kerry Teer, APsyPC Chair

Appendix 1


AREA PSYCHOLOGY PROFESSIONAL COMMITTEE


1. Title

The Committee will be called the “Ayrshire and Arran Area Psychology Professional Committee”. For the purposes of this Constitution, unless otherwise indicated, “Committee” means the Ayrshire and Arran Area Psychology Professional Committee, “NHS Board” means the Ayrshire and Arran National Health Service Board and the “Area” means the Ayrshire and Arran NHS Board Area. It shall represent professional matters relating to the provision of psychological and specialist psychological care.1 The National Health Service (Scotland) Act 1978, as amended by the National Health Service and Community Care Act 1990, makes provision for the recognition by a Health Board of a Committee representative of the professions in its area. The Health Act 1999 further amended the NHS (Scotland) Act 1978 to extend the remit of professional advisory Committees to include the provision of advice to NHS Trusts. The general principles considered suitable for application to such a Committee are set out in NHS Circular Gen (1992)17 and NHS Circular Gen (1999)26.

2. Functions


initiative, authoritatively and promptly on:- • The health and professional service needs of the local population. • Issues which impinge on the provision of psychological or specialist

psychological care. • The implications of evidence from psychological research for the delivery of

health services in Ayrshire and Arran. • To create and maintain effective links with all other Area Professional


under the above Acts and guidance. • Where appropriate the implications associated with contracts for the provision

of these services.

1 The definition of the terms psychological care and specialist psychological care is available from the Chair of the Committee

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In so doing the Committee will reflect the views of the whole profession locally and not any faction or geographical grouping. These functions will support the multi-professional Area Clinical Forum by: • Reporting the business of the Area Professional Committees to ensure a co-

ordinated approach on clinical matters among the different professions and within the component parts of the local NHS system (acute services, primary care, health improvement etc);







3. Membership

3.1 The Committee will be representative of the professionals employed within NHS

Ayrshire and Arran to provide specialist psychological care in the area and be elected on the basis of merit, knowledge and experience. It will comprise of no more than ten voting members to reflect as best as practicable the diversity of the profession and hence representation. The Committee will have representation from applied psychologists in health for the following areas of applied psychology practice: Adult Mental Health Child Health Learning Disabilities Clinical Health Psychology Older Adults Applied psychologists should be eligible for registration as a Chartered Psychologist with the British Psychological Society. In addition to qualified practitioners, members are responsible for representing Assistant and trainee psychologists working within their constituencies.

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The Committee will also have representation from the following professional groups providing specialist psychological care within NHS Ayrshire and Arran:

Psychological Therapist/Cognitive Behavioural Psychotherapy Counsellor (with current accreditation with the British Association for Counselling and Psychotherapy or equivalent). Clinical Associate in Applied Psychology (being a graduate of one of the Masters in Applied Psychology courses approved by NHS Education for Scotland).

There should be at least two applied psychologist members who are eligible for Full Membership of the Division of Clinical Psychology. The Committee shall have the power to nominate two clinical psychologists to join the Committee if there are not two clinical psychologists among the applied psychologist members representing applied psychology practice areas. This will be reviewed from time to time in liaison with the Board. Only those who are eligible for membership will have voting rights. If the members of the Committee do not include an applied psychologist with less than two years Post Graduate experience or the most junior member of the Department, the Committee shall have power to invite one or more such applied psychologists to attend meetings of the Committee. Any person so invited shall have no vote, however, at meetings of the Committee.

The Director of Health and Social Care for North Ayrshire Health and Social Care

Partnership, or another senior manager, may be present in an “in attendance” capacity.



Each profession represented by the Committees shall elect members who must be practising in Ayrshire and Arran. To ensure continuity within professional groups each Committee will canvas and elect or nominate professional members in the following way: The number of places available on the Committee and the professions requiring representation, should be notified by the Chair of the Committee, to the Corporate Business Manager. The Corporate Business Manager will make contact with all individuals practising in the particular field identified, where relevant taking due cognisance of the sub-specialisation on particular Committees. Current members of the Committee may stand for re-election if their term of office is due for renewal. Nomination forms will be sent out by NHS Ayrshire and Arran Committee Secretaries to all individuals inviting interest. Forms will contain deadline date

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allowing four full weeks, for return of nomination forms. A supporting statement should accompany returned forms. Where nominees received are equal to places on the Committee an election will not be required and nominees can be appointed a seat within the Committee. Where more nominees come forward than places on the Committee an election will take place and the following process adhered to: Supporting statements and numbered ballot papers will be sent out to all individuals practising in the designated field. Copies of these papers will also be circulated to the members of the Committee for information. A deadline date, allowing two full weeks, wi ll be set for the return of the ballot papers. If more than one ballot paper with the same number is received, all papers with the same number will be deemed ‘spoilt’. All ballot papers should be returned to the Corporate Business Manager, NHS Ayrshire and Arran, Eglinton House, Ailsa Hospital, Ayr, KA6 6AB, by close of business on the deadline date. Votes will be counted by the Corporate Business Manager in the presence of two independent witnesses. Where more than two candidates are nominated for election, a Single Transferable Vote system will be used. Under this system, members of the Profession will be invited to rank the candidates on the ballot paper putting a "1" next to their first choice, a "2" next to their second choice and so on. Where a member's first choice candidate has too few votes to be elected, their vote will be transferred to their second choice candidate and so on, until a candidate with the most votes is identified and is elected to the vacancy. The Corporate Business Manager will notify the nominees and the Chair of the Professional Committee, of the outcome of the election within 5 working days.


The Officer standing down should give the Committee 6 weeks notice, of their intention. This should be submitted in writing to the Corporate Business Manager. Following the announcement an email will be circulated by those providing administrative support to the Committee within 5 working days. This will be sent to all members of the Committee seeking nominations for the position available. A deadline of one week prior to the next meeting will be set. Upon receipt of nominations the Committee will be advised of candidates wishing to be considered for the role. Immediately prior to the next meeting those who have indicated their intention to stand will speak to the Committee with regard to the contribution they would make in the particular role.

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Where one nominee is received the nominee will be appointed to the appropriate vacancy. Where there is more than one nominee, the following process will be adhered to: Numbered ballot papers will be distributed to those attending on the day who are eligible to vote. Members who are unable to attend on the day should indicate their voting preference to the Committee Secretary prior to the meeting. Ballot papers should be completed and returned to the Committee Secretary who will act as returning officer. The Committee Secretary will, in the presence of those members attending on the day, count the votes and announce the result. The Committee meeting will then commence with the successful candidate taking up their new role. Where more than two nominees put themselves forward for a position then the Single Transferable Vote system as detailed above will be used. In the event that there are no nominations received for the role of Vice-Chair of the Committee, this will rotate among Committee members according to a pre-agreed set period of time.



particular contribution to the work of the Committee. The term of office of co-opted members is at the discretion of the Committee and wi ll be reviewed every 6 months. Co-opted members will act in an advisory capacity.


The terms of office of members of the Committee will be 4 years (commencing 1

April in the relevant year). Half of the membership of the Committee will be considered for re-election every two years in a staggered membership cohort. Committee members will be eligible for re-election.



members, a Chair and Vice-Chair to serve a term of 2 years. The Chair and Vice Chair will be eligible for re-election for a further term of 2 years but thereafter, unless approved by the Board, wi ll be required to demit office for at least one term.



Executive will be empowered to consult and make recommendations on behalf of the Committee where decisions are required, before the next NHS Board meeting.

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The Executive must report all such decisions to the Committee for ratification. The Executive will also endorse any recommendations of any sub Committees of the Committee. Where the Executive cannot endorse the recommendations, the matter must be referred to the Committee for consideration.

9. Casual Vacancies


seat on the Committee and a casual vacancy will be declared. Where a member of the Committee has been absent from three consecutive meetings of the Committee, of which appropriate notice had been given, the Committee may, unless they are satisfied that the member’s absence was due to illness or other reasonable cause, declare that the seat on the Committee has been vacated and, thereupon, a casual vacancy will be declared. Members of the Committee may at any time, by notice in writing by them and delivered to the Committee Secretary, resign their seat. A casual vacancy will be filled by the appointment of a new representative from the relevant electoral body by the Committee, whose name will be notified to the Committee Secretary forthwith. New representatives will hold office for the remainder of the term of office of the member in whose place they are appointed. Pending this appointment, the proceedings of the Committee will not be invalid by reasons of a vacancy.



with and advise the Area Clinical Forum in professional and clinical matters. This will be conducted through the attendance of the Chair and/or Vice Chair of the Area Professional Committee on the Area Clinical Forum as a full member.


Where the Committee is asked to give advice on a matter and a majority decision is


12. Meetings

Meetings will usually be held on a 8-weekly basis to synchronise with the NHS Board meeting calendar, but this can be varied at the discretion of the Chair. The Committee has the right to alter or vary these arrangements to cover holiday months or other circumstances. Committee Members In the event of a member of the Committee being unable to attend, apologies for absence should be sent to the Committee Secretary.

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Persons not Members of the Committee The Committee is able to invite persons who are not members of the Committee to attend meetings as outlined in point 5 of this Constitution. Annual Report The Committee will produce an Annual Report on its work for the year. This should be presented at an Annual General Meeting and submitted to the NHS Board in May each year.

13. Quorum

Half of the members of the Committee will be deemed a quorum. 14. Notice of Meetings



15. Minutes







Administrative support to the Forum will be provided by the Committee Secretary.

This will include the review of policy documents, summarising the documents and ensuring that they are issued for consultation appropriately and to the relevant Area Professional Committees. Additionally the Committee Secretary will ensure that copies of the minutes, agenda and other relevant papers are prepared and circulated to the relevant Committees.




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19. Sub-Committees

The Area Professional Committee may appoint ad hoc Sub Committees as appropriate to consider and provide advice on specific issues.







22. Confidentiality





interests as soon as possible after the commencement of a meeting. 24. Access

The Chair and/or Vice-Chair will represent the Committee at the meetings of the

Area Clinical Forum. The Chair is eligible for nomination for election to the post of Chair of the Area Clinical Forum.

25. Expenses



26. Publicity



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Version: Date: Summary of Changes: Approved by 00.1 15/05/2018 Committee agreed changes to membership to

encourage participation and added Executive Lead.

APsyPC 15/05/18

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