Terms of Reference TEHS Template - health.nt.gov.au · Web viewFive Darwin Region communities...

Top End Health ServiceBuilding Better Care, Better Health, Better Communities Together

Terms of ReferenceRegional Community Engagement Group

Engagement Group

FinalApproved Date: 15 June 2018Revision Date: 28 September 2020

TOP END HEALTH SERVICE

Regional Community Engagement Group Terms of Reference

Document Details*Version Control details are contained within the version history of this document and on HPRM Record Number EDOC2018/175340.The owner of this document is RCEG Secretariat. These Terms of Reference are to be reviewed annually or sooner if deemed necessary. The next review date for these Terms of Reference is 28 September 2020.

TOP END HEALTH SERVICE of 9TEMPLATE ID: HEALTHINTRA-1880-11847


Table of Contents1. Introduction...........................................................................................................4

1.1. Purpose...........................................................................................................41.2. Context...........................................................................................................4

2. Role....................................................................................................................... 53. Governance Model................................................................................................54. Membership..........................................................................................................5

4.1. Chair...............................................................................................................64.2. In-Attendance Members..................................................................................64.3. Responsibilities of Members...........................................................................64.4. Proxies............................................................................................................7

5. Meetings...............................................................................................................75.1. Frequency of Meetings...................................................................................75.2. Remuneration.................................................................................................75.3. Notice of Meetings..........................................................................................75.4. Quorum...........................................................................................................75.5. Management of Agenda Items........................................................................75.6. Decision-making.............................................................................................85.7. Management of Urgent Matters......................................................................85.8. Dissemination of Proceedings.........................................................................8

6. Reporting, Relationships and Authority.................................................................87. Confidentiality.......................................................................................................88. Conflict of Interest................................................................................................89. Evaluation and Review..........................................................................................8



1. Introduction1.1. PurposeThe Regional Community Engagement Groups referred to as “RCEGs” within this document are advisory bodies. Key purpose of RCEGs is to provide advice to Top End Health Service (TEHS) and the Top End Health Service Health Advisory Committee (HAC) about health service issues as they affect the regional area.

1.2. ContextThe Department of Health and TEHS recognise the benefit of developing partnerships with consumers and the community in working towards improved health for all Territorians. RCEGs provide an avenue for consumers, carers and communities to provide a consumer perspective on Health Service provisions in their region. RCEGs comprise of health consumers in the respective region. The following groups have been established: Darwin; Palmerston and Rural; Katherine Region; Arnhem Region. The RCEG regions align with TEHS regions, except for the following:

Darwin Region area is divided between the ‘Darwin’ and ‘Palmerston and Rural’ RCEGs;

Five Darwin Region communities (Goulburn Island, Croker Island, Maningrida, Oenpelli and Jabiru) are included as part of the Arnhem RCEG.

The TEHS regional map is pictured below.



2. Role The role of RCEGs includes but is not limited to the following functions:

Identify a minimum of three key health issues in the region that the RCEG will advocate and provide advice on.

Provide advice on other health issues from a regional perspective at the request of HAC and/or Regional TEHS General Manager.

For consumers to have a forum for raising health care issues, care coordination and innovative ideas for service delivery for people in the region.

To promote communications between TEHS, HAC and the community. Provide consumer/carer input on TEHS activities, policies, plans and projects

at the individual, program, organisation and system levels in the region. To suggest and support further opportunities for consumer engagement that

will promote health service improvements in the region. To work constructively to assist in addressing key health issues in the region. To provide advice and/or input into health care issues.RCEG members will advocate on behalf of the diverse health care users in the region, and are responsible for:



Gathering the views of the residents/community they represent through their networks.

Fairly representing the views of the residents/community. Providing feedback after meetings to members of the community, as agreed

by the RCEG.

3. Governance ModelRCEGs report to the HAC.

4. MembershipEach RCEG will have a minimum of 5 and a maximum of 7 members. Members will be appointed by the HAC for a period of up to two years. Members may serve a maximum of three consecutive terms. Members may resign their position at any time through written advice to the HAC. Expressions of interest may be submitted for consideration by the HAC, following advertising of vacancies or at other times. The appointment process will include consideration of the mix of age, gender, ethnicity and experience on the group, and consultation with the relevant General Manager and RCEG Chair.Members must:

Be living in the relevant region, or have extensive networks in that community; Be 18 years of age and over (exceptions can be made for younger applicants

however parental support must be obtained); Be able to reflect the needs and interests of a broad range of consumers, carers

and communities; Be able to communicate the potential issues facing patients, families and carers

who receive services from TEHS; Demonstrate a basic understanding of consumer participation principles; Demonstrate a basic knowledge of the Northern Territory public health care

system; Have extensive community networks; Be someone people from the community will approach and talk with about

health issues, and Be passionate about health and health care issues. Not be employed by Top End Health Service.

Members have a duty to act honestly and in good faith, exercise reasonable skill, care and diligence in carrying out their duties, avoid conflicts of interest and not undertake improper use of information. HAC may revoke the appointment of a member if a member does not act ethically or in the best interests of the people of the region they are representing, or uses information for their own gain. HAC may also revoke membership if a member moves out of the relevant community. Advice of revocation will be in writing.Members will be required to hold a current working with children clearance notice and undergo a criminal history check. A criminal history will not exclude an applicant unless relevant to the role.



4.1. ChairEach RCEG Chair and Deputy Chair will be selected from the group membership at their first meeting, or at other relevant times. Role of the Chair

Liaise with secretariat support to set the agenda Preside at meetings

Role of the Deputy Chair To act in the role of Chair in the Chair’s absence.

4.2. In-Attendance MembersIn-attendance members will be required to attend meetings, including (but not limited to):

the relevant TEHS General Manager – role is to provide a regional update and respond to member queries about operational matters.

Where practicable, a member of TEHS Strategic Executive – role is to be aware of issues raised at a local level.

A Health Advisory Committee member – role is to provide a communication link to the HAC. The HAC member may, or may not, also be a member of the RCEG.

TEHS support staff (Secretariat).

4.3. Responsibilities of Members The effective functioning of RCEGs is dependent on the active participation of its members, including a commitment to:

Attend RCEG meetings (including making necessary arrangements to facilitate attendance).

Send apologies to the Chair prior to meetings if unable to attend. Where possible, provide views on issues to be discussed to the Chair, if absence

from a meeting is anticipated. Actively contribute to discussions. Participate in accordance with RCEG Terms of Reference. Maintain confidentiality and privacy.

4.4. ProxiesIf a member is unable to attend a meeting for reasonable cause, another member may act as proxy to express views on that members behalf.

5. Meetings5.1. Frequency of MeetingsRCEGs will meet quarterly. Members may at times be requested to undertake business out of session.Any member who has not attended 2 consecutive meetings without reasonable explanation will be asked to confirm their ongoing commitment. The third non-attendance will be taken as a termination of membership.



5.2. RemunerationRCEG members will be reimbursed for their time at TEHS arranged meetings according to the Assembly Members and Statutory Offices (Remuneration and Other Entitlements) Act Schedule of Remuneration Rates for Members of Statutory Bodies, Class 3, Advisory and Review Bodies, Ministerial Assistance (last approved 31 January 2012). The current daily rate is $304 for the Chair and $228 for eligible members.

5.3. Notice of MeetingsA notice of each meeting confirming the date, time, and venue will be forwarded to each member as soon as practicable prior to the meeting date.

A meeting agenda will be circulated one week before each meeting. Members may nominate relevant items for inclusion on the agenda for approval

by the Chair. Meetings are permitted to be held other than in person, by any technological

means as agreed by members. Meetings to start and finish on time.

5.4. QuorumA quorum is more than half the appointed members eg the quorum for a RCEG with 6 appointed members will be 4 members. In the event a quorum is not achieved, the Chair will decide whether the meeting will proceed. If the meeting does proceed, any decisions made will need to be ratified out of session or at the next meeting.

5.5. Management of Agenda ItemsWherever possible, new items for consideration are to be placed on the agenda at least one week prior to scheduled meeting. The presiding Chair may accept new agenda items on the day of the meeting for discussion under General Business if time permits. All agenda items considered at meetings must be directly relevant to the role of the Committee.RCEGs may establish working groups as considered necessary in order to discharge their role and functions. Any working group will report directly to the RCEG.Any written correspondence arising from meetings will be managed through the secretariat.

5.6. Decision-makingRCEGs are not decision-making bodies, but will provide information, advice or feedback to TEHS and HAC, as requested.

5.7. Management of Urgent MattersAny urgent matters required to be considered by RCEGs will be put to members by email.

5.8. Dissemination of ProceedingsFormal minutes will be taken, including summary of discussion and actions, and circulated to RCEG members as soon as possible following each meeting. Communiques from the meeting will be a public document available to be provided to regional stakeholders.



Issues raised will be reported to the HAC through the minutes and through a report from the RCEG Chair. Where issues raised by an RCEG require a written response, a response will be provided as soon as practicable, after the HAC meeting at which the minutes were tabled.

6. Reporting, Relationships and AuthorityRCEGs report to the Top End Health Service Health Advisory Committee, and Minutes of each meeting will be provided to the HAC on a quarterly basis.The HAC will review the Terms of Reference annually.

7. ConfidentialityRCEG members are responsible for ensuring that confidential information provided to them as members is kept confidential. The Chairperson will advise of confidential aspects as they arise. Members and guest speakers are also requested to clearly indicate if any information they bring to the RCEG is confidential. In such circumstances, all members acknowledge their responsibility to maintain the confidentiality of associated disclosed information. All papers produced by the RCEGs are for the exclusive use of the membership and any information that is to be made publicly available related to RCEG matters must be approved by the Chairperson. RCEG members are responsible for ensuring that they comply with the NT Health Media policies and protocols, including the Social Media Policy.

8. Conflict of InterestRCEG members must act with honesty and integrity, be open and transparent in dealings, and avoid conflicts of interest. Any actual or potential conflicts of interest must be reported to the Chair and to other members if it is likely to have an impact on a discussion, feedback, recommendation or decision being made by the group. In the case of the Chair having a conflict of interest, he/she must report it to the RCEG and the HAC.

9. Evaluation and ReviewTo ensure the RCEG is fulfilling its role, it will undertake an annual assessment of its performance against the Terms of Reference and provide that information to the HAC together with any information the HAC requests to facilitate a review of the RCEG and its membership.


Terms of Reference TEHS Template - health.nt.gov.au · Web viewFive Darwin Region communities...

Documents

Transcript of Terms of Reference TEHS Template - health.nt.gov.au · Web viewFive Darwin Region communities...