Host organisation specification for Hampshire Local Information Network (LINk)

The Purpose of the LINk

This specification is for the procurement of a host organisation which will establish and support a Local Information Network (LINk) for Hampshire.

The Hampshire LINk will enable genuine involvement of local communities, enabling them to have a strong voice in the process of commissioning health and social care services and provisions, influencing key decisions about the services they both use and pay for.

The LINk differs substantially from its predecessor, the Patient and Public Involvement Forums. It will have a county wide remit across both health and social care services.

The County Council will procure a Host organisation to set up and support the LINk.

Role of the Host Organisation

Hampshire County Council is required to make contractual arrangements for a Host that will establish, support and maintain the work of the LINk locally.
The role of the Host is to set up the LINk and subsequently to facilitate the work of the LINk, as set out in this specification and in accordance with guidance issued by the Department of Health, and any subsequent changes to that guidance or this specification.
The Host will recognise that improving health and social care outcomes are central to its role, at all times acting in accordance with the principles of engagement set out at Paragraph 4.
The requirements of the Host organisation will be in two phases. In phase 1 the Host will establish the LINk, co-terminous with the County of Hampshire and Primary Care Trust boundaries. This phase is required to be completed by 30 September 2008.
In phase 2 the Host will support the LINk in carrying out an agreed program of activities in line with both its statutory duties and additional roles as outlined in relevant government guidance.

Phase One

The Host will make contact with organisations and interested individuals consult on options for structures. The initial set up of the LINk by the Host may include:

Advertising and promoting the setting up of a LINk, including securing potential participants in the LINk in collaboration with statutory agencies.
Undertaking a mapping exercise of all possible members and participants.
Holding introductory workshops/meetings
Working alongside any arrangements that have been agreed for the period of transition
Forming strong strategic partnerships and building effective working relations with other organisations
Encouraging participation from hard-to-reach/under-represented groups and communities
Confirming a LINk structure and governance
Identifying and managing risks appropriately in initial set up

Phase Two

Once a LINk is established the Host will be required to:

lead the assessment of need, identification of priorities and agreement of annual LINk work plans based on the evidence of that assessment
review the progress of the LINk against annual work plans on a continual basis to ensure delivery of results
prepare and agree an annual report for the LINk, and present it to the Health Overview and Scrutiny Panel, relevant Select Committees, Hampshire Primary Care Trust, Hampshire Strategic Partnership and local NHS Trusts.
ensure year on year increase in the number of Hampshire groups and citizens engaging in the development of Health and Social Care through the LINk.

The Host shall provide for the Link including, but not limited to:

general administrative support
record-keeping of information and effective access to information
deliver a program of training for stakeholders and members
establish a panel of Authorised Representatives to exercise the statutory LINk function of entering and viewing specified health and social care premises
set up and maintain a website/web page and putting in place arrangements for electronic networking
ensure user representatives are appropriately briefed and supported and able to contribute effectively
ensure effective resource management ensuring audit and accounting requirements (including reporting) are met
ensure complaints are investigated according its complaints policy
prepare reports as required by the LINk
liaise with others for best practice guidance on supporting a LINk, including methods of consultation, participation and community development
ensure the LINk is briefed about local and national policy matters
enable the LINk to manage complaints about conduct within the agreed governance framework.

Outcomes of the Hampshire LINk

Promoting and supporting the involvement of people in the commissioning, provision and experiences of local health and social care services
Obtaining the views of people about their needs for, and experiences of local health and social care services
Enabling people to monitor and review the commissioning and provision of health and care services
Making their views known to the people responsible for commissioning, providing, managing and scrutinising those services.
Ensuring that the views of people in hard to reach groups or who are otherwise marginalised are heard in relation to health and social care.

Principles of Engagement

It is essential that, in all of their work, the Host and LINk adopt principles that will ensure:

transparency of operation
inclusiveness in strategic thinking and delivery
reference to existing information wherever possible or relevant
accesses reporting structures available to both the NHS and Social Care
is an excellent communicator using all appropriate means to ensure effective communications
is proactive, providing an annual business plan and activity plan, with specific annual outcomes
adopts an evidence based approach in all aspects of work
adds to the function of engagement for the citizens of Hampshire, does not duplicate systems already working well.

The Host and LINk will undertake work in a mature manner commensurate with expectations of duties and accountabilities. The Host will adopt a neutral stance in all dealings with Health and Social care acting as a facilitator rather than advocate for the LINk.

The Host will ensure that the LINk is inclusive of the whole community and seeks and represents the diversity of views and ostremains neutral when putting forward the breadth of these views to the health and social care system.

The Host ensure that the work of the LINk complements and supports other involvement mechanisms and is strategically supportive and inclusive of the engagement processes already established.

Accountability within the NHS

In replacing the Patient and Public Involvement Forums, the LINk will work closely with NHS Services to ensure that the voice of patients and their families continues to shape commissioning and practice developments.

Democratic Governance

The LINk will complement, support, inform and enhance the democratic process of the County Council. This will include the work of the Hampshire Health Overview and Scrutiny Committee, relevant Select Committees, and the responsibilities of the Executive Member for Social Care.

The Host will ensure that the LINk establishes formal relationship with the Health Overview and Scrutiny Committee.

Codes of Practice and Authorized Representatives

The Host Organisation must ensure that its own employees and LINk members, volunteers and others understand legislation and best practice when working with adults, children and those who are receiving services from the NHS.

The Host shall ensure that its policies and procedures are compliant with all relevant policies procedures and legislation.

Host Organisation Governance and Accountability

The Host will be accountable to the County Council for the financial management of the contract and will provide an annual certificate from its auditors.

The Host will be performance managed by the Council and will be required to account for how it fulfils this contract, including how it engages with organisations and individuals within the community.

The Host organisation shall be purely functional and shall not be represented on other bodies in its own right, nor shall its members or staff represent it as members or associates of any other bodies.

The Host will also be accountable to the LINk, through the LINk governance structures, for the support that it provides.

The Host, in conjunction with the LINk, will undertake regular reviews or audits of its service and relate these to the LINk’s development plans.

Accessibility, Equality and Diversity

The Host will have a specific duty to ensure the LINk can demonstrate that it engages with all the citizens of Hampshire, not only those who belong to lobby, voluntary or care groups

The Host must monitor activities and recruitment processes to ensure the LINk provides a service appropriate to the needs of a diverse community.

The Host will enable the LINk to develop approaches which do not discriminate on the grounds of physical disability, learning disabilities or mental health issues, race, language, culture, religion, sexuality, age, gender or deprivation. This includes ensuring that premises and venues for LINk activities shall be compliant with the Disability Discrimination Act 1995, the Equality Act 2006, and health and safety at work legislation.

The Host will ensure that Chairs and organisers of all events and activities are appropriately trained and skilled in ensuring that all participants are able to contribute equally regardless of circumstance, disability etc.

Performance Indicators

The Host will demonstrate to Hampshire County Council its performance against the contract by the fulfilment of key performance indicators as set out below:

The Host shall provide expertise so that the LINk can:

adopt a quality assurance system, including standard-setting, monitoring, management and review
use any Department of Health tools which may be developed, such as quality benchmarks.
employ a jointly agreed performance management system enabling it to show the actions it has taken in order to promote improvement in health and social care services.

The Host must always feedback to the wider community. This will include, for example:

regular feedback of LINk activities through a variety of media, including a website and bulletins, so that LINk information is available to interested parties and the public can put forward its views and experiences easily
developing innovative approaches for particular stakeholders e.g. young people
make arrangements for information in the major community languages, or in specialist formats such as Braille or large print
setting up mechanisms for representative members to feed back to their communities.

Management information

The Host shall provide the Council with regular management information in the formats and frequency specified by the Council, to enable demonstration of:

the effectiveness of the LINk, against the Service Specification
an annual report, including 360 degree feedback
the activity and work programme of the LINk
the involvement and achievements of the LINk
the amount and appropriateness of the financial expenditure.

Data management and record keeping of LINk information, in a suitable format, will be passed on to a successor Host Organisation on the ending of a contract.

The Host shall ensure that the provisions of the Data Protection Act 1998 and the Freedom of Information Act 2000 are complied with, and that LINk members and participants are aware of their responsibilities under these Acts.

The Host shall prepare and agree an annual report with the LINk, and present it to the Health Overview and Scrutiny Panel, relevant Select Committees, Hampshire Primary Care Trust, Hampshire Strategic Partnership and local NHS Trusts.

A Host shall report on its activities and finances to HCC on a quarterly basis

The Host shall report annually to Hampshire County Council on Host / LINk activity in accordance with the terms of the contract and ensure the Host and LINk annual report on expenditure, activity and achievements is sent to the Department of Health and made publicly available

Adult Services