WOODLAWN HOUSE
Adult Short Breaks Unit
Quarry Lane
Dungannon
BT70 1HX
STATEMENT OF PURPOSE
Telephone: (028) 3756 6380
Email: xxxxxxxxxxxxx@xxxxxxxxxxxxx.xxxxx.xxx
Date: June 2008
Reviewed Annually
Reviewed: April 2021
CONTENTS
Introduction
1.0 Registered provider
1.1 Registered manager
2.0 Number and relevant qualifications and experience of staff
3.0 Philosophy of care
4.0 Aims of the facility
5.0 Objectives of the facility
6.0 Status and constitution of the facility
7.0 Organisational structure of the facility
8.0 Number of patients to be accommodated or to be provided with
services
9.0 The range of needs (categories of care) that the facility or
organisation is intended to meet and the number in each category
10.0 Admission criteria
11. 0 Referrals and Allocation of Short Breaks
12.0 Emergency Admissions
13.0 Arrangements for patients to engage in social activities, hobbies
and leisure interests
14.0 Arrangements in place for consultation with patients about the
operation of the facility
15.0 Fire precautions and associated emergency procedures
16.0 Arrangements in place for meeting patients spiritual
needs/attendance at religious services of their choice
CONTENTS
17.0
Social
contact with
relatives/friends/representatives/
local
community where practicable
18.0 The arrangements for dealing with complaints
19.0 The arrangements made for dealing with reviews of the patients
care plan
20.0 The number and size of rooms in the facility
21.0 Details of any specific therapeutic techniques used in the facility
and arrangements made for their supervision
22.0 The arrangements made for respecting privacy and dignity of
patients/residents
24.0 Date approved and implemented
25.0 Dates of review and record of changes made
INTRODUCTION
It is recognised that an integral feature in the provision of specialist
Health and Social Care services for adults with a Learning Disability
and their carers is short breaks provision. This short breaks facility was
established in 2008 to provide a co-ordinated range of high quality and
effective health and personal social services to adults aged 18 years
and over. It aims to ensure that these services are both appropriate and
accessible.
This short breaks facility works closely with a range of health and social
services staff to ensure that the facility provides the highest quality
service.
1.0 Registered Provider
The Registered Provider is:
Name: Mr Shane Devlin Chief Executive
Business Address:
Southern Health & Social Care Trust,
Craigavon Area Hospital,
68 Lurgan Road, Portadown,
Co Armagh.
BT63 5QQ.
1.1 Registered Manager
The Registered Manager of facility is:
Name: Louise Donnelly
Address of Establishment or Agency:
Woodlawn House
Quarry Lane,
Dungannon,
Co Tyrone. BT70 1HX
2.0 Number and relevant qualifications and experience of staff
Please refer to appendix 1 for details
3.0 Philosophy of care
This short breaks facility is committed to meeting the individual needs of
adults with a Learning Disability. Staff will provide a warm, caring and
supportive environment that adheres to the following principles:
Patients will feel safe, secure and comfortable and their
happiness will remain our first priority.
Patients will be enabled to express their needs and be listened to.
All patients will be treated equally and fairly in keeping with
Equality principles.
Patient needs will be assessed and care planned using a person
centred approach.
Each Patient will be allocated a named nurse who will take a
special interest and have specific responsibilities for him or her.
4.0 The Aims of the facility
The aim of this facility is to provide high quality short breaks to adults
with a Learning Disability and will focus on the main area of:
1) Planned short term short breaks
There may be occasions when the need arises, to provide emergency
extended breaks/ temporary placements for individuals whose
permanent placement may have broken down, who have a physical
disability to include cognitive impairment and behaviour that challenge.
Any deviation from short breaks will be agreed in advance with RQIA.
5.0 Objectives of the facility
To provide a home from home facility where adults with a
Learning Disability can avail of short breaks.
To support and actively promote family life and enable adults with
a Learning Disability to live at home and have their needs met.
To meet the significant and complex health needs of adults with
Learning Disabilities through a highly qualified and experienced
workforce.
To provide an appropriate facility for emergency short breaks
care.
To support each individual in achieving their personal aspirations
and maximum level of independence via a person centred
approach.
To support and encourage individual choice and decision making
in all aspects of daily living whilst respecting the rights and needs
of others.
To actively promote and maintain inclusion and involvement in a
range of day, leisure and community activities by providing the
level of support necessary for each individual.
To ensure the provision of privacy and personal space when
requested whilst also ensuring individual safety.
To support individuals in fulfilling their social, cultural and religious
aspirations to the level of involvement which they wish.
6.0 Status and constitution of the facility Statutory
This is a nursing facility providing short breaks for adults who have a
Learning Disability and is operated by the Southern Health and Social
Care Trust and registered under Article 8 (1) of the HPSS (Quality,
Improvement and Regulation) (Northern Ireland) Order 2003 as a
Nursing Home.
7.0 Organisational structure of the facility
This short breaks facility is situated within the Mental Health and
Learning Disability Directorate of the Southern Health and Social Care
Trust. The Trust’s Statutory Functions and direct line management will
be carried out by Ms Lena Canavan the Head of Service, and is
managed locally by the onsite manager Louise Donnelly. In the
Managers’ absence the Nurse in Charge will be designated in charge.
8.0 Number of patients/residents to be accommodated or
provided with services
This short breaks facility will accommodate a maximum of 9 patients.
Where emergency temporary placements have been agreed, bed
capacity will be reduced accordingly in order to safely manage all
individuals. If necessary the ceasing of short breaks to increase staffing
levels and maintains safe practice in the unit.
9.0 The range of needs (categories of care) that the facility or
organisation is intended to meet and the number in each category
This facility will provide services for 9 adults both male and female, with
a Learning Disability (LD) including adults over 65 years of age (LD (E).
It will also temporally accommodate Physical Disability (PD).
10.0 Admission criteria
The person must:
Have a diagnosed learning disability or Physical Disability
Be aged 18 years old.
Have complex care needs
Be resident within the Southern Health & Social Care Trust and
be known to Community Learning Disability Services
Be willing to pay for short breaks care in accordance with Trust
Procedures.
The staff must:
Possess the appropriate skills, knowledge and experience to
meet assessed need.
The facility must:
Be able to safely and appropriately meet the assessed needs of
the person with a Learning Disability
The facility will aspire towards a minimum 100% occupancy rate in
order to provide value for money for the commissioner.
However this
will be ultimately determined by the presenting need and compatibility of
the patient group at any given time
11.0 Referrals and Allocation of Short Breaks
The individuals Community keyworker will complete Short Break
Referral Form (SBR1) –see appendix 2 - and appropriate assessments
for any individual and their carers wishing to avail of a short break.
The Learning Disability Community Team Leader will screen the Short
Break Referral Form in conjunction with all associated assessments
and will forward this to the Short Breaks Team and include a
recommendation on allocation of nights.
The Short Break Screening Team will meet monthly and agree the
allocation of nights to appropriate facility.
The Short Break Coordinator will arrange for the individual, and their
carers accompanied by Keyworker to attend facility.
A pre admission meeting will be arranged and the individual and their
carer’s and all professionals currently involved with the patient will be
invited to attend. Copies of all up to date signed reports and
assessments should be provided to the Registered Manager/Nurse in
Charge at this meeting.
A pre admission assessment will completed by a nominated Registered
Nurse and further information will be obtained from the patient (where
appropriate) and carers on the patients’ needs, preferences, likes and
dislikes
Further assessments may be arranged and undertaken as required.
Copies of the outcomes and recommendations of all assessments must
be made available to the home before the individual’s first overnight
admission. Any items of equipment required/recommended must also
be made available to the home before the individual’s first overnight
admission.
Requests, changes or cancellations required carer should be made via
the community keyworker to the Short breaks Coordinator who will
liaise with the facility.
12.0 Emergency admissions
Emergency admissions are closely linked with the duties of the SHSCT, to
care for and protect vulnerable adults and meet the assessed needs of
carers. The admission/allocation criteria will be adhered to in all such
circumstances.
An emergency admission will be
considered when SHSCT staff establish the
need to deal with a situation as an emergency. The decision to offer
admission in any circumstances is at the discretion of the Registered
Manager in consultation with their line manager.
The Aim of an Emergency Admission is:
To assist carers in attending to unforeseen event requiring prompt
action, which cannot be met by domiciliary care provision, examples
may include death of an immediate family member, sickness/incapacity
of main carer.
Such admissions should be for the shortest possible duration, with
timeframes agreed at the outset, where possible.
The procedure is as follows:
The referrer/short breaks coordinator contacts the facility to establish if
an appropriate bed to meet the individuals assessed needs is available.
The Nurse-in-Charge will:
- confirm availability of a bed
- confirm the availability of bed equipment which will meet the assessed
needs of the individual
- consider compatibility issues with other patients availing of the service
of that time
- Consider if additional staff resources are required and can be sourced
to meet the assessed needs of the individual. This may be require to
be done in consultation with the Registered Manager and/or Head of
Service
- In situations where the bed is not available consideration should be
given to re-directing the referral to other services e.g. Team Leaders
Community Services, Duty Social Worker
- Following consultation with Registered Manager or Nurse in Charge
facilitate the emergency admission
- Follow admission procedure as per Operational Policy
Arrangements are made between the referrer and the Registered
Manager/Nurse in Charge to:
- Set objectives for admission
- Provide relevant information such as Comprehensive Assessment,
Comprehensive Care Plan, Risk assessment and/or other relevant
information. This should be provided on admission or as soon as
practical thereafter.
- Provision of a Medicine Administration Record and all currently
prescribed medicines
- Review the patient’s placement. This should be undertaken within two
working days of admission.
13.0 Arrangements for patients/residents to engage in social
activities, hobbies and leisure interests
The facility will endeavour to involve adults as much as possible in the
life of the local Community and encourage them to use the full range of
social and leisure facilities available. The facility has access to
transport to facilitate the use of local amenities.
The facility will work closely with School/ Day Care Staff to assist
patients and their carer’s in availing of short breaks care by attending
reviews, where possible and the sharing of relevant information
Patients may continue to attend school/day placement on a daily basis
if transport has been arranged and provided by the SHSCT
Each patient will have the opportunity to participate in activities
appropriate to his or her age and personal choice whilst availing of a
short break
14.0
Arrangements
in
place
for
consultation
with
patients/residents about the operation of the home
Each patient will be allocated a named nurse who will take a special
interest and have specific responsibilities for him or her.
The facility aims to provide the highest possible quality of service. To
help us do this, we welcome patients and carer’s views and comments,
both negative and positive.
These are our assurances to patients and carers:
We will provide our service to you in a similar manner to a ‘home
from home’.
The facility aims to ensure that you fell safe, secure and
comfortable.
You will be cared for by professional staff, working to regulated
professional standards.
You will have a named nurse appointed.
Everyone using the facility will be treated with dignity, respect and
equality and will receive a friendly and helpful service.
Your human rights will be adhered to at all times.
You will be invited to ask questions and be given answers that are
clear and understandable to you.
We will identify your talents; development needs and offer
appropriate support to build on these.
You will not be left alone, unless you choose to be and this choice
will be recorded in your Nursing Assessments.
Together with you and your carer, we will develop a Care plan,
which will meet your assessed needs.
While you are availing of a short break, your care will be planned
in a partnership agreement with you and your carer
.
Together with you and your carer we will agree a time of
admission/discharge for you which will normally be between
3.00pm and 6.00pm (admission) and 10.00am and 12.00pm
(discharge).
There will be an opportunity for each patient and their parent/carer to
articulate their experience of the short breaks service via an annual
satisfaction survey. Any queries or concerns which they may have with
regard to short breaks can also be discussed at an annual review or on
admission or discharge.
Patients will also be given the opportunity to communicate their
suggestions and opinions of the service provided at house meetings.
15.0 Fire precautions and associated emergency procedures
Fire Precautions
The Facility complies with NI Fire Code HTM 84 Fire Safety in Residential
Care Premises.
All staff receive fire safety information, instruction and training as part of the
induction process and attend fire lectures bi-annually. The Facility has a
nominated Fire Officer and all nursing staff are trained as Deputy Nominated
Fire Officers. A minimum of one member of staff trained as a Deputy
Nominated Fire Officer will be on duty at all times. Fire checks will be carried
out and recorded by facility staff on a weekly basis.
Medical Emergencies
A minimum of one member of staff trained in basic resuscitation/first aid skills
will be on duty at all times. This person will be responsible for managing and
coordinating the immediate care of the individual and if necessary contacting
the Emergency Services by dialling 9-999.
The Facility adheres to the Trust’s Emergency Plans, which set out guidance
in relation to any major incident.
16.0
Arrangements
in
place
for
meeting
patient’s spiritual
needs/attendances at religious services of their choice
This Facility fully respects the religious observations of every person using
this short breaks service and every effort will be made to accommodate and
support an individual’s spiritual needs and religious observances and
requirements. It will arrange as far as possible, for the person to attend their
place of worship during their stay and/or contact a representative from a
particular religious denomination on their behalf, it they should so wish.
17.0 Social contact with relatives/friends/ representatives/local
community where practicable
Visitors:
The facility has an open visiting policy regarding visiting arrangements.
Patients and their visitors will be offered a quiet area within the facility, which
affords privacy, dignity and freedom from intrusion.
A copy of
the Visiting Guidelines will be made available to each individual and
their carers on induction to the service. Contact arrangements will be clearly
detailed in patient’s individualised care plan. In certain circumstances, visitors
may be asked to comply with advice from Trust staff in relation to visiting.
Details of such advice will be recorded in the patient’s nursing file. It may be
helpful also to contact the Nurse-in-Charge before visiting to ensure that
patients are in residence and not on a day trip/social outing.
Visitors are asked to comply with smoking regulations and not to smoke
within the facility or site and to obey the fire regulations. We would also ask
visitors to check with nursing staff when bringing fruit, confectionary or drinks,
as patients may have specific nutritional requirements. The consumption of
alcohol within the facility is not permitted.
In the interests of infection control we would ask visitors not to visit if they
have colds, flu like symptoms or vomiting/diarrhoea. Visitors should always
use the hand sanitiser located throughout the facility.
Telephone Contact:
It may be appropriate for some patients to maintain regular contact with
carers and family members via telephone calls. These arrangements should
be clearly detailed in the patient’s nursing assessment and care plan.
Carers contact is encouraged, but where possible telephone calls should take
account of the domestic nature of the facility.
In the interests of privacy and confidentiality patients are requested not to
bring in mobile phones into the facility.
18.0 The arrangements for dealing with complaints
We value comments, suggestions for improvement and complaints. All
complaints, comments or suggestions, whether oral or written shall be taken
seriously, handled appropriately and sensitively. A copy of SHSCT We value
Your Views Leaflet will be made available to each patient and their carer on
induction and also by request.
We would encourage patients and carers to speak to the Registered Manager
or Nurse-in-Charge initially if they have any queries or concerns and/or use
our Suggestions Box located at the front door of the facility. Attempts shall be
made to resolve any complaints immediately and locally where possible.
Alternatively, comments and suggestions or complaints can be made directly
to:
Southern HSC Trust Central Reporting Point for Complaints & Incidents
Ground Floor
The Maples
Craigavon Area Hospital
(028) 38614150
We will ensure that information remains confidential and the complaints
procedure complies with Equality Legislation.
The Trust has in place independent advocacy arrangements which will be
accessed when appropriate.
19.0 The arrangements made for dealing with reviews of the
patient's/resident's care plan
REVIEWS:
Reviewing the care needs of patients and their carers is essential. The care
plan will be tailored to their individual, emotional, physical, social, educational
and developmental needs. The frequency of reviews should be governed by
the complexity of need and should be linked with existing review systems
The process of ongoing review within the facility will include:
Update information databases and review of Nursing assessments
and Nursing Care Plans.
Promote the flow of information and enhance communication between
patients, their carer’s and Trust staff/ key professionals.
Offer guidance and support to patients and their carer’s.
Report any unmet need.
Listen to patients and their carers’ comments, suggestions and
complaints in relation to service provision.
Identify areas for improvement to be taken account of in our planning
processes.
Maximise the benefits of short breaks for patients and their carer’s.
Promote inclusion/participation of patients and their carer’s in service
delivery.
Documentation should be recorded in a standard format to aid the consistent
collection of data and information. A copy of the care plan should be available
to the patients and their carer and shared with all other contributors where
appropriate.
20.0 The number and size of rooms in the home
The main building comprises eight ensuite bedrooms, two large bathrooms,
two further WC, two living rooms, a quiet room, a Multi-Sensory room, kitchen
and dining room, staff room and staff changing area, a laundry room, a
treatment room and a reception area.
Adjacent to main building is a self-contained unit comprising of 1 ensuite
bedroom, living room/kitchenette, staff toilet and office. (See appendix 3 for
layout details and numbers of rooms *.) *Due to temporary short term
admission of service user with a physical disability there will be a reduction in
available bed capacity to 6.
21.0 Details of any specific therapeutic techniques used in the home
and arrangements made for their supervision
Specific Therapeutic techniques including physical restrictive interventions
may be required on the basis of the patient’s learning disability and/or
behaviour, in order to avoid placing themselves or others in danger. Issues in
relation to restrictive practices will be specified within the patient’s individual
Care plan and Risk Assessment. The least restrictive method will be adopted
in the event of this measure being required. This will be agreed with the
patients (where possible), carers and relevant members of the multi-
disciplinary team.
The facility will adhere to Trust procedures in the provision of techniques or
therapies and arrange for the appropriate supervision and training for staff.
22.0 The arrangements made for respecting privacy and dignity of
patients The facility will aim to enhance the individuality, dignity, self-respect and
quality of life of each person accessing the facility.
The service should be based upon the assessed needs of individuals.
The service should be developed to ensure it responds flexibly and
sensitively to the needs of individuals and their carer’s.
The service should be effective, prompt, equitable and comprehensive.
The quality of service provided/developed to an individual should address
:
The right of individuals to be free from intrusion or public attention
into their affairs;
Opportunities to incur a degree of calculated risk, balanced against
their right to protection from abuse;
A recognition of the intrinsic value of people, regardless of
circumstances, by respecting their uniqueness and their personal
needs and treating these with respect;
The realisation of personal aspirations and abilities in aspects of
daily life;
The maintenance of all entitlements associated with citizenship;
23.0 Date approved and implemented: June 2008
24.0 Dates of review and record of changes made:
November 2011
Changes to admission criteria
Changes to staff team (Appendix 1)
October 2012
Changes to line management structure
Changes to staff team (Appendix 1)
April 2013
Review of admission criteria – patients who present with a higher level
of behaviours which challenge will now be admitted to the facility for
short breaks care if their assessed needs can be safely and
appropriately met in the facility. Staffing levels will be increased at
these times over each 24 hour period. Modifications will be made to the
internal doors to minimise the risk of harm or injury to those patients
who are considered more vulnerable.
February 2014
Changes to staff team (Appendix 1)
July 2014
Changes to staff team (Appendix 1)
December 2014
Changes to staff team (Appendix 1)
January 2015
Appointment of Deputy Chief Executive following resignation of Chief
Executive
August 2015
Changes to staff team (Appendix 1)
September 2015
Changes to staff team (Appendix 1)
January 2016
Changes to use of terminology from respite provision to short break
provision
Changes to staff team (Appendix 1)
February 2016
Changes to staff team (Appendix 1)
March 2016
Changes to staff team (Appendix 1)
April 2016
Appointment of Interim Chief Executive Mr Francis Rice
Changes to the referral process for short breaks provision
July 2016
Changes to staff team (Appendix 1)
September 2016
Changes to staff team (Appendix 1)
April 2017
•
Changes to staff team (Appendix 1)
June 2017
Changes to staff team (Appendix 1)
October 2017
Changes to staff team (Appendix 1)
Variation of structure to include self-contained unit adjacent to
Woodlawn House (Appendix 3)
January 2018
Changes to staff team (Appendix 1)
February 2018
Changes to staff team (Appendix 1)
May 2018
Changes to staff team (Appendix 1)
December 2018
Changes to staff team (Appendix 1)
Variation of Structure application passed to include self-contained unit
adjacent to main building which has increased bed capacity to 9
April 2021
Variation of registration to include Physical Disability additional category
of care NH-PH for one individual.
Appendix 1
Woodlawn House Staff Team
The facility currently employs 31 staff all of whom have undergone thorough
and rigorous screening checks by the Trusts Human Resources Department
prior to any formal offer of or commencement of employment. On
commencement of employment at the facility all staff receive a
comprehensive and in depth facility induction, a Trust Induction (if new to the
Trust), mandatory training and opportunities to attend relevant study days and
courses.
Registered Manager
- Louise Donnelly
Assistant Manager
Support Workers We currently have 9 Support Workers in post all of which are all 1st Level
Registered Nurses on Part 1 Learning Disability on the NMC Live Register
with many years of collective experience nursing individuals whom have a
Learning Disability.
Home Support Assistants We currently have 17 Home Support Assistants in post all of whom have
experience of working with individuals who have a Learning Disability.
Domestic Assistants We currently have two domestic assistants in post who are responsible for
cooking and cleaning duties within the facility.
Secretarial Support We are currently have a part-time secretary in post who provides secretarial
support for the facility.
Laundry Assistant We currently have a vacancy for this post
APPENDIX 3
Number of Rooms and Layout of Building
