• The loss of either computer hardware or the core software must be notified immediately to the HIS by the plan holder/deputy Plan Holder.
• CCG-owned IT hardware, including scanners and printers etc, are not covered by the practice insurance policy. The equipment and software will ultimately be replaced through the Health Informatics Service, but short term, it has been agreed that access to some essential equipment such as telephones will be available at the temporary accommodation.
• Computer back up data is not on site anyway, but C/o HIS and Systmone.
• Although difficult, clinical staff should still be able to see patients to deal with immediate issues.

• In the event of a power failure within the building:

• • • • Check the main fuse boxes, which are situated in the cupboards – 1 behind reception, 1 opposite Pam room.
      • If felt fault within the building contract maintenance supplier. If off site problem, contact Electricity Supplier for emergency assistance/advice on length of power cut. If long, request generator support?
      • Consider cancelling surgeries until the power is restored, depending on circumstances

• The following systems will not work:

• • • • Computers (fileservers only have an emergency power supply)
      • Heating
      • Clinical Refrigerators (Move items to other site/other practices fridges)
      • Lighting – emergency lighting only will be available in the main areas

• The computers in the consulting rooms and other parts of the building should be switched off at the sockets, to prevent damage when the power is restored, but the file servers have UPS protection and should not need to be switched off
• If the power is not going to be restored for some period of time, consideration should be given to finding alternative storage facilities for any vaccines in the refrigerators, possibly with one or more neighbouring practices. If the loss of power occurs overnight or at the weekend, all vaccines stored in the fridge must be checked and destroyed if temperatures have fallen below recommended levels.  All fridges have thermometers which should show minimum levels.  A list & items of all vaccines destroyed must be kept and the insurance company contacted to request a claim form.  Replacement fridges / drugs can be sourced from Denes, or their original supplier.

• In the event of a gas leak in the building:

• • • • Turn off the gas using the shut off valve which is located in the box on the outside wall by the front right side doctor parking area.
      • Contact British Gas for emergency assistance (0800 111 999)
      • Consider cancelling all surgeries until such time as the problem is resolved, depending on circumstances/moving to other site.

• Failure of gas fired heating/hot water:

• • • • Contact maintenance company
      • Separate boiler supplies all the hot water – check its pilot light is lit. Antiseptic hand gel is available for hand washing etc.
      • Electric heaters should be used as an alternative source of heat

• Paper medical records are stored in lockable cabinets within the records room. However, they are summarised onto the clinical system and could be reconstructed from data held on the computer system data held off site if necessary. The stationary required to reconstruct summary medical records may be obtained from PYSE (Previously WYCSA), who may also be able to produce address labels with name, address, DOB and NHS number for each patient.
• PYSE should also be able to supply a printout of all the patients registered to the Practice

• Clinical supplies are through Denes Healthcare in Guiseley.
• The local pharmacists and neighbouring practices may also be able to help

LOSS OF THE PREMISES

If the building becomes unavailable for use for any reason:-

• The address of the premises is Ashcroft Surgery, Newlands Way, Eccleshill, Bradford. BD10 0JE.
• All partners and staff who are already at work, together with patients and visitors, should be evacuated in line with fire procedures. (If the fire alarm is used to evacuate, then a ‘999’ call must also occur to the fire service to update why the auto alarm happened)
• Immediate arrangements must be made to occupy suitable alternative accommodation, sending home staff as appropriate.
• Contact other local surgeries – Moorside, Rockwell, Haigh Hall, Eccleshill Clinic.
• The following options are to be considered a possibility:-

• Eccleshill Community Hospital
• Local school(s) – 01274 611327
• Local facilities such as community centres
• Home working for key personnel
• Longer term, Portakabins in the car park or other local site. This would have to be  agreed with CCG, NHWS England, Bradford Council and with insurers

• Using the contact list file (Asst manager office), all partners and staff who are still due to come in on shift must be contacted immediately to advise them:-

• Which premises they should proceed to
• Whether they should remain at home – if so, any instructions regarding home working should be relayed

• As soon as it is possible to access the clinical system remotely, arrangements should be made to contact patients with outstanding appointments to either cancel them or advise them of the temporary premises as appropriate

• The practice is protected by alarms and procedures in the event of a fire, break in or incident
• All systems are regularly serviced.
• Contact the maintenance cover for these.

The surgery have telephone numbers as follows:

• Ashcroft Surgery

• • • • Reception 01274 612279
      • Fax line 01274 618593
      • Admin private line 01274 615338

• The lines are provided by BT, via Chilli Telecom @ Pudsey – 0113 3400019.
• Phone lines might be diverted to another line number within ½ hour by means of a call to BT/Communicate Better (was Chilli) 

• • • • If fault continuing out of hours – divert will need to be put on and off to OOH.
      • For a short term solution, calls to the practice can be diverted to either the fax line, any alternative telephone in the surgery, to the practice mobile, or to one of the doctors’ mobiles.
      • Where it is necessary to use the temporary accommodation, calls to the practice can be diverted there

• In the event of a simple fault on the telephone system:

• • • • This should be reported to BT/Communicate Better (was Chilli)
      • If the fault cannot be rectified quickly, arrangements can be made with BT/Communicate Better for calls to be diverted as set out above

• If the electricity supply fails:

• • • • The telephone system having a switch is dependent upon the electricity supply. Phones will be affected by this.

• The stop valve for the water can be found in the waiting room patient toilet
• Antiseptic hand gel is available in the consulting rooms and store room for hand washing etc
• The toilets should be deemed out of order
• Bottled water should be purchased immediately

Please click here: http://www.ashcroftsurgery.co.uk/severe-weather/ 

• Where incapacity or death has occurred during the course of business, the plan holder is responsible for co-ordinating the emergency response and ensuring that next of kin is informed
• The inability of the practice to provide medical services due to the incapacity or death of one or more of the GPs, the CCG and PYSE must be notified immediately by the plan holder
• Even if the practice is still able to provide medical services despite the incapacity or death of one or more of the GPs, the CCG and PYSE must still be notified immediately by the plan holder
• Under the terms of the Partnership Agreement, if a partner is incapacitated through ill health from providing medical services to the patients, the remaining partners will cover for a period of 30 days, after which time the incapacitated partner is expected to provide a locum.
• No prescriptions should be printed or written on prescription pads/ computer code for any GP who has died or has become long term (more 4 weeks) incapacitated:-

• Any prescription pads etc in that GP’s name should be kept in a secure place by the plan holder until arrangements can be made to shred them.
• Arrangements must also be made to suspend/delete the prescribing details of that GP on the computer.

• Where incapacity or death has occurred during the course of business, the plan holder is responsible for co-ordinating the emergency response and ensuring that next of kin is informed

• No formal arrangements are in place to cover the incapacity or death of members of staff except that wherever possible, other members of staff will be asked to cover for the absent staff member

• In addition, the plan holder should:

• Approach the CCG for assistance with short-term staffing, eg: resource sharing/nurse locum bank
• Liaise with other practices to negotiate assistance as appropriate