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ANNEX 2A - CHECKLIST FOR CONVENER'S OFFICE

1. The convener's office should be managed by a senior member of staff, but not the complaints officer if he/she has already been involved in the complaint. The convener's office should use its own letterheaded paper headed 'Office of the Independent Lay Convener'. The use of a PO Box address may reinforce the independence of the convener. Responsibility for the following action rests with the convener supported by administrative staff as appropriate.

Initial Action

· Acknowledge the oral or written request for an independent review within 3 working days.

· Request the Health Board to nominate a chairman from the list of independent lay panel chairmen.

· Call for all papers and documents relating to the local resolution.

· Advise anyone who is complained against.

· If not already provided, request the complainant to provide a written statement of why he/she remains dissatisfied.

· Advise the complainant that help is available from the local Health Council or other source of patients' support.

· Where there is a clinical element to the complaint, seek appropriate independent clinical advice, from the practitioner nominated by the appropriate professional Advisory Committee.

· In consultation with the independent lay panel chairman, decide whether or not a panel should be set up.

· Liaise with other conveners if the complaint involves more than one body.

Following Convener's Decision

Independent Review refused

2. The following must be informed in writing of the reasons for the decision, and whether local resolution should be reactivated:

· the complainant, with advice of the right to approach the Ombudsman or the Mental Welfare Commission if appropriate (only if no referral back for further local resolution);

· the Chief Executive of the Primary Care Trust and Island Health Boards;

· any person who is complained against;

· the independent lay panel chairman, and anyone else consulted;

· the Mental Welfare Commission, where the complaint involves someone with a mental illness or learning disability.

Panel is to be convened

3. The following must be informed in writing of the decision, the agreed terms of reference for the panel, any issues excluded from its consideration and why, and when the panel is likely to be set up:

· the complainant;

· any person who is complained against;

· the independent lay panel chairman consulted;

· the Chief Executive of the Primary Care Trust and Island Health Boards;

· the Mental Welfare Commission, where the complaint involves someone with a mental illness or learning disability.

4. The Health Board's complaints officer should be asked to provide:

· the lay panel chairman;

· the third panel member;

· the names of clinical assessors required to assist the panel.

5. The Trust's convener's office should:

· formally appoint clinical assessors;
· provide the panel members and the clinical assessors with all necessary papers, including the complainant's written statement of concern;
· provide indemnity cover for the panel and its assessors;
· inform the complainant and the complained against of the appointed panel members and assessors.

 [Section 1] [Section 2] [Section 3] [Section 4] [Section 5]