VELINDRE NHS TRUST. Ref: BLACK 22. Welsh Language Scheme

Transcription

1 VELINDRE NHS TRUST Ref: BLACK 22 Prepared Under the Welsh Language Act 1993 Policy Lead Mrs Page 1 of 14

2 1. APPROVAL BY THE WELSH LANGUAGE BOARD This revised scheme has received the approval of the Welsh Language Board under section 14(1) of the Welsh Language Act 1993 in August STATEMENT OF PRINCIPLE has adopted the principle that in the conduct of public business in Wales, it will treat the English and Welsh languages on the basis of equality. This scheme sets out how will give effect to that principle when providing services to the public in Wales, as indicated in the Trusts Freedom of Information Publication Scheme. 3. INTRODUCTION TO VELINDRE NHS TRUST 3.1 Overview of the Trust has grown since its establishment in 1994 and is now operationally responsible for five Divisions. Velindre Cancer Centre Public Health Division - All Wales Screening Services - National Public Health Service Welsh Cancer Intelligence and Surveillance Unit ( WCISU) Welsh Blood Service (WBS) Health Solution Wales (HSW) is also home to the following host organisations: Welsh Cancer Trials Network South East Wales Cancer Network Cancer Research Wales Cancer Services Co-ordinating group Page 2 of 14

3 Coronary Care Co-ordinating group National Collaborating Centre for Cancer Wales Centre for Health South East Wales Cardiac Network The Trust currently employs approximately 2,500 staff across Wales. 3.2 Overview of the Trust s Divisions Velindre Cancer Centre Velindre Cancer Centre, based at Velindre Hospital in Cardiff provides specialist cancer services to 1.5 million people living in South East Wales. One of the 10 largest cancer centres in the UK, its over-all activity has more than doubled since The Division now employs over 650 staff and has a budget of over 28 million. Although Velindre Hospital remains the main focus for services, there are also a large number of peripheral outpatient clinics held at other hospitals throughout South East Wales, as out-based chemotherapy services. Public Health Division All Wales Screening Services The Screening Division of is comprised of four organisations, Breast Test Wales (BTW), Cervical Screening Wales (CSW). Newborn Hearing Screening Wales (NBHSW) and Antenatal Screening Wales (ASW). Breast Test Wales From March 2007 Breast Test Wales will provide breast cancer screening (mammography) for women aged years in more than 90 locations throughout Wales every there years. Women aged 70 and over are screened at their request, at intervals of no less than three years. If mammography reveals a possible abnormality, the women are invited to attend a specialist assessment clinic for further tests leading to a definitive diagnosis. Breast Test Wales aims to reduce deaths from breast cancer, in women invited for screening, by 25%, by early this century. Cervical Screening Wales Cervical Screening Wales is responsible for inviting women aged 20 to 64 for a smear test every three years. Smears are normally taken in GP practices or at community clinics. The resulting slides are screened in laboratories by highly trained staff. Women with possible abnormalities detected at screening, or with persistent inadequate smears, are referred for Page 3 of 14

4 colposcopy (the visual examination of the cervix) at a specialist clinic. At the colposcopy clinic a diagnosis is made and treatment is provided if required. The Newborn Hearing Screening Wales The Newborn Hearing Screening Wales programme was launched in 2003 and works in partnerships with local Trusts, who support the screening programme, to provide audiological assessments and services following the diagnosis of hearing impairment in a young baby. Antenatal Screening Wales Within Antenatal Screening Wales, following the establishment of the screening programme in 2003, there has been consultation and agreement on the antenatal screening tests, which should be provided in Wales. National Public Health Service The National Public Health Service for Wales (NPHS) was established as part of Velindre NHS Trust on 1 st April Over 700 members of staff, formerly employed by the health authorities and the Public Health laboratory Service (PHLS), were successfully transferred to the employment of. Whilst the NPHS does not itself have the responsibility for the discharge of statuary functions, it does provide the resources, information and advice to enable bodies such as the Welsh Assembly Government (WAG), Health Commission Wales (HCW), Local Authorities, NHS Trusts and Local Health Boards (LHBs) to do so. In providing this function, the NPHS delivers a range of public health services, including public protection, assessment of health needs advice on evidence based practice and promotion of health & well being. Our Local Public Health Teams are responsible for developing local strategies and undertaking a wide range of specific health promotion initiatives within Wales. Welsh Blood Service The Welsh Blood Service (WBS) provides all blood and blood product support for South, Mid and West Wales. In addition a reference and medical advisory service is provided to all hospitals in the region of supply. The 2.3 million population of Wales is also the blood donor base. Additionally through the Welsh Transplantation and Immunogentics Laboratory (WTAIL) the WBS provides transplant immunology support to the solid organ transplant service. It hosts the Welsh Bone Marrow Donor Registry (WBMDR) to enable bone marrow transplants to be provided nationally and internationally. Welsh Cancer Intelligence and Surveillance Unit The Welsh Cancer Intelligence and Surveillance Unit (WCISU) undertake the function of cancer registration for the resident population of Wales. WCISU is responsible for maintaining a population based register of data spanning three decades relating to cancer incidence, treatment and mortality throughout Wales. WCISU provide the following Page 4 of 14

5 services: Data Collection, Registration, Quality Assurance, Analysis and Evaluation, Information and Request Service, Dissemination and Research & Development. Health Solution Wales Health Solution Wales offers a range of specialist services in response to the needs of NHS Wales and the Welsh Assembly Government. Services include the provision of support of a number of IT systems and a range of patient based information services. Health Solutions Wales are also responsible for the processing of all prescriptions dispended in Wales. 4. Introduction to the Section 4-8 of this Scheme each cover an aspect of the Trust activities that fall under the remit of the Welsh Language Act. Within each section there is a statement of intent followed by an assessment of the current position. Appendix 1 identifies the actions to be taken in order to meet our objectives. s are intended to be more than policies. The is, therefore, a strategy and an action plan, including both broad policy statements and descriptions of the measures to be taken to fulfil the Trust s commitment to the principle of equality. (Appendix 1) The scope of this Scheme covers all activities carried out by for the benefit of the public at large as well as for the benefit of identifiable individuals. recognises that: members of the public can express their views and needs better in their preferred language; enabling the public to use their preferred language is a matter of good practice, not a concession; denying members of the public the right to use their preferred language could place them at a real disadvantage. Through implementing this Scheme,, therefore, intends to offer the public in Wales the right to choose which language to use in their dealings with the Trust. 5. Service Planning and Delivery 5.1 New policies and Initiatives will: assess the linguistic consequences of any new policies and initiatives during their formulation; Page 5 of 14

6 ensure that new policies and initiatives facilitate the use of Welsh and move the Trust closer to implementing the principle of equality, wherever possible; ensure that new policies and initiatives are consistent with this Scheme and do not undermine it; consult the Welsh Language Board in advance regarding proposals which will affect this Scheme, or the Schemes of other organisations; not alter this Scheme without the agreement of the Welsh Language Board; ensure that all staff and external advisers involved in policy formulation within the Trust are aware of the Trust s responsibilities under the Welsh Language Act; ensure that measures contained in the scheme are applied to new policies and initiatives when they are implemented. 5.2 Service Delivery The Trust has always aimed to improve the delivery of services in Welsh and much progress has been made since the Trust was established. This is illustrated by the current position described in many other sections of this Scheme, which was first approved by the Welsh Language Board in July All these initial targets were met and measures in place are ongoing, and the development of the Trusts Welsh Language Policy sets out key guidance for new members of staff However, a large proportion of staff involved in direct contact with the public are specialists with skills that are not widely available and in many cases services are provided by a few specialist staff in locations away from the Trust s main facilities It is therefore difficult to provide a consistent level of Welsh Language Service, particularly due to the specialist nature of the organisation. However the Trust does employ many Welsh speaking staff in those areas where Welsh is often the first language of choice The Trust strategy therefore is to advertise jobs within the Trust as Welsh speaking is desirable, on the job specifications. If the post would benefit from a Welsh Speaker, this will be acknowledged in the job specification. All staff will be offered the opportunity of learning Welsh either in house or outside normal working hours. Study leave/funding or a combination of both will be provided for staff within operational /financial constraints The importance of a bilingual service is also reiterated by using the video developed by Welsh Language Unit of Welsh Assembly Government, as part of the Trusts awareness programme. Staff language skills are discussed further in Section The Trust Welsh Language Policy provides guidance for staff during their day to day care. Included in the policy are names of staff who are Welsh speaking and who have agreed to be available as the need arises. This information is held at ward and departmental level in each Division and on the Trusts intranet site, and is updated on a regular basis. Page 6 of 14

7 7. The members of the Trusts Welsh Language Committee advise local managers on the requirement of the scheme. An annual audit is carried out across the Trust on compliance. 5.3 Quality Standards will: aim to deliver an equally high service in Welsh and English as far as possible. make a public commitment to equal quality standards; monitor the ongoing implementation of the scheme and its performance against them; aim to ensure consistency in the standard of services in Welsh provided by the Trust in different locations across Wales. 6. Dealing with the Welsh Speaking Public 6.1 Written communications welcomes correspondence in Welsh and English and ensures that the signed reply is written in the language of the original correspondence, including those received via The response time for replying in the medium of Welsh will not, of itself lead to a delay The organisation will initiate correspondence in Welsh with those who are known to prefer corresponding through the medium of Welsh After a meeting, or telephone conversation in Welsh, correspondence will be sent in Welsh unless otherwise indicated Guidance is available to staff on communicating with the public in their preferred language. These include details of translation services available The Trust has included a statement which welcomes correspondence in Welsh in the form of a foot note on headed paper and compliment slips The Trust issues standard letters to the public in Wales bilingually. 6.2 Telephone Communications The Trust welcomes calls in Welsh as well as English Staff manning the Trust s various switchboards and reception desks have been trained to give a bilingual greeting. These individuals have received basic training in how to facilitate a call from a Welsh Speaking member of the public. Page 7 of 14

8 6.2.2 If a caller has indicated that they wish to continue in Welsh, they will be directed to an identified Welsh speaker If a Welsh Speaker is unavailable, the caller will be informed that someone will return their call as soon as possible (within an hour) or have the option of continuing in English If an appropriate Welsh speaker is unavailable the call will have to be taken in English. 6.3 Public Meetings 6.3.1When advertising public meetings, the Trust will do so bilingually and will specify that members of the public are welcome to contribute through the medium of Welsh or English Advertisements for public meetings will request that, where possible, members of the public intending to attend a public meeting, notify the Trust beforehand (at least 10 working days) of their language preference Simultaneous translation facilities will be provided at public meetings as considered appropriate with regard to those expected to attend and the subject(s) under discussion All Welsh speaking members of staff attending public meetings in Wales will wear a badge indicating that they are a Welsh speaker. 6.4 Other Contact with the Public The Trust s ability to conduct face-to-face dealings with members of the public in Welsh depends upon the skills of individual members of staff. Welsh is used in some circumstances, although this is not always possible Through recruitment and training policies, the Trust will endeavour to ensure that progress is made towards being able to deliver a full range of services through the medium of Welsh at all Trust sites A list of members of staff who are able and prepared to speak Welsh to members of the public is held at each Division and on the intranet site Where Welsh speaking receptionists are on duty, a sign will be displayed on the counter to indicate that a bilingual service is available Members of staff who are able and prepared to speak Welsh to members of the public, will be provided with and encouraged to wear a bilingual badge stating this fact. Including those staff who are learning Welsh All computerised information targeted at the public, including Divisional and Trust sites on the Internet, will be fully bilingual, within the financial constraints. Page 8 of 14

9 7. Corporate Identity The Trust will continue to ensure that all aspects of its Corporate Identity, and subsidiary identities, remain fully bilingual and that each language is treated equally in terms of format, size, quality, legibility and prominence. Trust stationery such as letter headings, compliment slips, fax covering sheets etc are bilingual. 7.1 Signs will provide fully bilingual information signs in all areas of Trust premises to which the public have access The Trust will ensure that signs outside the Trust premises, for which the Trust is responsible, e.g. car parking are fully bilingual and that the size, quality, legibility and prominence of text on signs respects the principle of equality. Where separate Welsh and English signs are provided, they will be equal in terms of format, size, quality, legibility and prominence. This will also be applicable to outside contractors The Trust will communicate to landlords of rented accommodation which is used by staff across Wales, to agree the use of bilingual signage, wherever possible. 7.2 Published Material will publish or print bilingually all material directed at the public in Wales, with a presumption in favour of single bilingual documents, rather than separate Welsh and English versions with the exclusion of certain documents as agreed before hand with the Welsh Language Board In exceptional cases, when Welsh and English versions are published separately, they will be issued simultaneously, distributed together and be equally accessible. Each will contain a statement making it clear that a version is available in the other language Some items of a technical or specialist nature, intended for a limited readership, may be published in English only if this is considered to be appropriate, taking into account the nature of the target readership e.g. reports published by WCISU (in full) There is no obligation under FOIA to translate information from the language in which it is held into any other language. The duty under FOIA is to disclose, upon request, information that is actually held by the public body (unless an exemption applies). If information is not held in the medium of Welsh there will be no duty under FOIA to supply the information in the Welsh Language or translate from Welsh to English. However the Trusts Freedom of Information Publication Scheme, Page 9 of 14

10 Operation of this Publication Scheme and our will identify which of our documents are or will be available in the Welsh Language Approved translators are used for the translation of relevant documents. 7.3 Forms and Explanatory Materials will provide fully bilingual forms and explanatory material for the public in Wales, with a presumption in favour of a single bilingual version with the exclusion of certain patient information forms/leaflets used by the Velindre Cancer Centre previously agreed with the Welsh Language Board Whereby, in exceptional cases, when Welsh and English versions are published separately, they will be issued simultaneously, distributed together, be equally accessible and carry a message confirming that the form is also available in the other language. 7.4 Press Releases and other Dealings with the Media will issue bilingual press releases and notices to the press and media in Wales, where appropriate and where deadlines permit. will endeavour to be able to conduct media interviews through the medium of Welsh where possible. Press releases will be agreed with the Head of Communications (NPHS) prior to release. 7.5 Publicity Material and Advertising will conduct advertising and publicity activities in Wales bilingually and in a way that treats the two languages on the basis of equality. Guidance is produced for staff responsible for producing publicity material. 7.6 Official Notices and Recruitment Advertising will ensure that all published or displayed official notices, public notices and recruitment advertisements appear in Wales with Welsh and English versions shown together with equality of format, size, quality, legibility and prominence. Page 10 of 14

11 8. Implementation and Monitoring the Scheme 8.1 Staff Language Skills will seek access to sufficient and appropriately skilled Welsh speakers to enable services to the public to be delivered through the medium of Welsh where needed For relevant posts, the Trust will identify the level of proficiency in Welsh that is required and produce job descriptions accordingly and for relevant posts specify the required linguistic ability when recruiting The Trust will encourage members of staff to learn Welsh or to improve their ability to speak Welsh, and support those who wish to do so, through study leave/funding etc. subject to operational and financial constraints Where a need for vocational training through the medium of Welsh is identified and suitable training is accessible, it will be supported subject to operational/financial constraints The Trust has recently conducted an audit across all Divisions and staff groups to identify those who would like to learn Welsh or improve these skills. The Divisions have been able to use this to help provide training opportunities for those staff who have expressed an interest. 8.2 Administrative Arrangements The implementation of this Scheme carries the full authority of the Trust Board. An Executive Director of the Board has responsibility for the continued implementation of this Scheme, with Divisional Directors being responsible for the implementation of the Scheme in their own area New staff will be informed of the Trust s commitment to the scheme on induction. Welsh language aspects of the Trust s services are integrated within its normal management and administrative processes Specifications for new and replacement computer software will assist, where relevant, in the implementation of this Scheme The translators used by the Trust are suitably qualified and are able to provide a high quality service The Welsh Language Committee co-ordinates and monitors the implementation of this and is chaired by the Executive Director of Nursing and Quality. The Committee is represented by all Divisions of the Trust. Page 11 of 14

12 8.2.6 The Trust is represented on the All Wales Welsh Language Champions/Contacts groups hosted by the Welsh Language Unit (WAG) 8.3 Sub-Contracted Services will ensure that any agreements or arrangements made with third parties which relate to the provision of services to the public, are consistent with the terms of this Scheme; ensure that relevant agents or contractors can and do implement all relevant elements of this Scheme when providing services to the public. 8.4 Monitoring will monitor the implementation of this scheme on an ongoing basis by the Trust s Welsh language Committee through an annual audit across all Divisions and published with the Welsh Language Annual Report The Trust conducts periodic opinion surveys to test the views of the Welsh speaking public about the range and quality of services in Welsh provided by the Trust. Complaints regarding grievances related to this Scheme are dealt with under the Trust s existing complaints procedure The Trust welcomes and records suggestions for improvements and advises the public how they should make their views known to the Trust and how the Trust will deal with them The Trust provides the Welsh Language Board with an annual report, of an agreed form, describing the Trust s progress/performances against the implementation of this Scheme. This report will be approved by the Trust Board and will be available to the public. 8.5 Publishing the Scheme will publicise this Scheme and its Welsh language services to the public and employees on an ongoing basis The Trust s commitment to the principle of equality will be stated in each Trust Annual Report, which will also make reference to the existence and operation of this scheme Bilingual copies of this Scheme and annual progress reports will be made freely available to the public The Scheme and Annual Reports are/will be available on the Trusts intranet and internet sites. The Trust Welsh Language Policy is updated, through wide consultation, on a regular basis. Page 12 of 14

13 Ongoing Actions Appendix 1 The Trusts commitment to the principle of equality will be stated in each Trust Annual Report, which will also make reference to the existence and operation of this scheme. Through recruitment and training policies, the Trust will ensure that progress is made towards being able to deliver a full range of services through the medium of Welsh at all Trust sites. Approved translators will be used for the translation of all relevant forms and explanatory material, including incoming and outgoing correspondence that is directed at the public in Wales. All staff dealing with correspondence from the public will be provided with written procedures for dealing with Welsh correspondence, including arrangements for liaising with the approved translators see Welsh Language Policy (Black 14). The Trust will ensure that all correspondence with members of the public with a known preference for Welsh is in Welsh. The Trust will issue all standard letters to members of the public in Wales in a fully bilingual form, with each language being equal in terms of size, legibility and prominence. Standard stationary will continue to be produced in a bilingual format. All new signs both internal and external to the Trust for which it is responsible will be bilingual and in equal format. Internationally accepted pictograms and symbols will be used in some areas instead of written signs. Divisions will make own arrangements for facilitating the learning of Welsh /updating Welsh Language skills. Internal programmes set up within Divisions will be accessible to other Divisions across the Trust. All new staff will be informed of the Trusts commitment to the Scheme on induction. Existing and new staff will have an opportunity to view the Welsh Language video provided by the Welsh Language Unit of the WAG as part of the mandatory training. Relevant agents or contractors will comply with the requirements of the scheme in relation to the provision of services to the public e.g. bilingual signage. Page 13 of 14

14 The Trust will produce an Annual Report for Welsh Language Board and Trust Board in a bilingual format. The Annual Report will be available to the public and posted on the Trusts Internet/Intranet site in a bilingual format. The Trust will manage complaints regarding the Scheme under Trusts complaints procedure. Page 14 of 14