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Cairns and Hinterland
Hospital and Health Service
Community Consultation Committee
Member Handbook
2013-2015
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Document details
Contact for enquiries and proposed changes
If you have any questions regarding this document or if you have a suggestion for
improvements, please contact:
Contact Consumer and Community Engagement Coordinator
Email [email protected]
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1 Table of Contents
1 Table of Contents ..................................................................................................... 3
2 Overview ................................................................................................................... 4
3 Purpose ..................................................................................................................... 5
4 Legislative and policy context ................................................................................. 5
5 Consumer and Community Engagement ................................................................ 5
6 Terms of Reference .................................................................................................. 8
7 Governance structure and reporting relationships ................................................ 9
8 Code of Conduct for Committees Members ......................................................... 11
9 Recruitment of Committees members .................................................................. 11
10 Terms of Appointment ........................................................................................ 12
11 Committees Proceedings ................................................................................... 13
12 CAG Proceedings ............................................................................................... 14
13 Administrating and Resourcing the Committees ............................................. 14
14 Privacy and Confidentiality ................................................................................ 15
15 Conflicts of interest ............................................................................................ 16
16 Complaints and Concerns .................................................................................. 16
17 Reimbursement ................................................................................................... 17
18 Orientation and Training .................................................................................... 19
19 Glossary .............................................................................................................. 20
20 Appendices ......................................................................................................... 21
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2 Overview
Vision
The Cairns and Hinterland Hospital and Health Services (CHHHS) vision is to provide world-
class health services to improve the social, emotional and physical well-being of people in
Cairns and Hinterland and the North East Australian Region. Figure 1 shows the Health
Service’s catchment area.
Figure 1: Map of CHHHS catchment area
Key strategic directions
The CHHHS has created a system of Community Consultation Committees (Committees) in
order to facilitate the achievement of several key health service directions. These include:
The development of a tiered health service model to support safe and sustainable services either in, or as close to home as possible.
Better coordination of services across the care continuum, particularly for those with chronic and complex conditions, including mental health and cancer.
The prioritisation of strategies as outlined in ‘Making Tracks toward closing the gap in health outcomes for Indigenous Queenslanders by 2033’ including a healthy start to life, addressing risk factors, managing illness better, effective health services and improving data and evidence.
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3 Purpose
The Community Representative Handbook has been developed to assist patients, carers, consumers and community members to understand their role, expectations and processes when participating in CHHHS consumer and community engagement initiatives.
4 Legislative and policy context
The consumer and community engagement initiatives are underpinned by a number of legislations, policies, standards and plans. These include:
National
Hospital and Health Network Act 2011
National Safety and Quality Health Services Standards Standard 2: Partnering with Consumers
Australian Charter of Healthcare Rights
State
Hospital and Health Boards Act 2011
o Hospital and Health Board Regulation 2011
Consumer and Community Engagement Framework
CHHHS
Cairns and Hinterland Hospital and Health Service Plan 2012-2026
Cairns and Hinterland Hospital and Health Service Strategic Plan 2013-2017
Cairns and Hinterland Hospital and Health Service Consumer and Community Engagement Plan 2012-2015
5 Consumer and Community Engagement
What is consumer and community engagement?
Consumer and community engagement goes beyond informing consumers, carers and community stakeholders. It is a two way process by which:
the aspirations, values, needs and concerns of citizens and communities are incorporated in Government, non-Government and private sector decision-making and planning, to make good policy and to deliver on programs and services
governments and other businesses and civil society organisations involve citizens, consumers, communities and other stakeholders in these processes (The United Nations Brisbane Declaration, 2005).
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Model of consumer and community engagement
The CHHHS consumer and community engagement initiatives are based on the engagement framework proposed by Health Consumers Queensland (2012). As shown in Figure 3, the approach to engagement occurs across:
three key domains of organisational operation
four different levels of engagement
utilising five elements of engagement
Figure 3: Model of consumer and community engagement
Adopted from Health Consumers Queensland (2012). Consumer and Community Engagement Framework:
February 2012. Brisbane: Author.
The three key domains of organisational operation include:
Service planning and design: Establishing governance structures to form partnerships with consumers and/or carers.
Service delivery: Consumers and/or carers are supported by the health service organisation to actively participate in the improvement of the patient experience and patient health outcomes.
Service monitoring and evaluation: Consumers and/or carers receive information on the health service organisation’s performance and contribute to the ongoing monitoring, measurement and evaluation of performance for continuous quality improvement.
The four levels of engagement include:
Individual Level: Entails involving consumers as active partners in their own health as well as that of their family and friends.
Service Level: Focuses on supporting the engagement with the consumers and the community to have input into how programs, services or facilities are structured, evaluated and improved
Network Level: Focuses on how health service organisations such as; local hospital networks, Medicare Locals and Non-government community services networks or
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facilities / hospitals engage with consumers and the community at a regional / local health network level
System Level: Focuses on consumers and the community engaging to influence and provide input on health policy, reform and legislation at the system level across local, state and commonwealth jurisdictions
There are various elements of engagement and the CHHHS has adopted the methods proposed by the International Association for Public Participation, IAP2 Spectrum as shown in Table1 below.
Table 1: Elements of Engagement
Inform
Consult
Involve
Collaborate
Empower
Stakeholder engagement goals
To provide balanced, objective, accurate and consistent information to assist stakeholders to understand the problems, alternatives, opportunities and/or solutions
To obtain feedback from stakeholders on analysis, alternatives and/ or outcomes
To work directly with stakeholders throughout the process to ensure that their concerns and needs are consistently understood and considered
To partner with the stakeholder including the development of alternatives, making decisions and the identification of preferred solutions
To place final decision-making in the hands of the stakeholder.
Stakeholders are
enabled/equipped to
actively contribute to the
achievement of
outcomes
Nature of engagement
One way exchange – information is provided from the organisation to patients, carers., and community members
Two way exchange – organisation develops policy, plan and or program and seeks patients’, carers’, consumers’ and or community feedback
Shared decision making-organisation seeks active involvement and feedback on a policy, plan and or program from consumers and communities and incorporates it in the plan
The organisation identifies an issue and presents it to patients, carers, consumers and members of the community to propose actions and or make decisions to address the issue
Consumers and communities identify an issue and make decisions that are implemented
Promise to stakeholders
We will keep you informed
We will keep you informed, listen to and acknowledge concerns and aspirations, and provide feedback on how stakeholder input influenced the outcome
We will work with you to ensure that your concerns and aspirations are directly reflected in the alternatives developed and provide feedback on how stakeholder input influenced the outcome
We will look to you for advice and innovation in formulating solutions and incorporate your advice and recommendations into the outcomes to the maximum extent possible
We will implement what you decide.
We will support and
complement your actions
Methods of engagement
Fact sheets
Open houses
Newsletters, bulletins, circulars
Websites
Public comment
Focus groups
Surveys
Public meetings
Workshops
Deliberative polling
Web 2.0 tools
Forums
Web 2.0 tools
Reference groups
Facilitated consensus building forums for deliberation and decision-making Experimental projects
Dialogue with Government
Local governance
Joint planning
Provision of data
Capacity building Shared projects
Minimum Maximum
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6 Terms of Reference
Community Consultation Committees (Trinity Hub, Cassowary Coast Hub and Hinterland Hub)
Purpose of the Committees
The purpose of the Community Consultation Committees (CCC) is to provide advice to the Cairns and Hinterland Hospital and Health Board (CHHHB) through the Community Advisory Group on local health care services from a consumer and community perspective. The Community Consultation Committees include the following communities in each of the CHHHS hubs (see Figure 4 below):
The establishment of the Committees will assist in the implementation of the Cairns and Hinterland Hospital and Health Service Plan 2012–2026, Cairns and Hinterland Hospital and Health Service Strategic Plan 2013–2017 and the Consumer and Community Engagement Strategy 2012-2015.
Purpose of the CAG
The CAG discusses the health areas of concern and recommendations raised at all Committees meetings are forwarded to the CHHHB. The CCC Chairs reports to the CCC on the results of the CHHHB deliberations.
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7 Governance structure and reporting relationships
The Committees reporting through the CAG are accountable to the CHHHB. Committee members will have the responsibility to assist with two-way dialogue between the Health Service and the community. The governance structure and reporting relationships between the CHHHB, Committees and the CHHHS community members is shown in Figure 1.
Figure 1: Committees governance structure and reporting relationships
Membership of the Committees
Each Committee shall comprise of the following members:
(i) Four community representatives to be appointed by the CHHHB following the recruitment and selection process.
(ii) One local government representative.
(iii) One Health Service officer.
Other CHHHS staff, health service providers or community members may be invited to attend meetings at the discretion of the Committees Chair.
The Chair will be elected by the voting members (members appointed by the CHHHB, including the local government representative and CHHHS officer) of the Committee on an annual basis.
Membership of the CAG
The CAG shall comprise of the following members
(i) Three Chairs from each of the Hub Committees
(ii) One representative from the CHHHB.
(iii) CHHHS Chief Executive or a delegate appointed by the Chief Executive.
Minister for Health
Cairns and Hinterland Hospital and Health Board
Community Advisory Group
Community Consultation Committee
Trinity Hub
Community Consultation Committee
Cassowary Coast Hub
Community Consultation Committee
Hinterland Hub
Cairns and Hinterland Consumers, Carers and Community Members
Chief
Executive
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(iv) The Chair of the CAG is the CHHHS Chief Executive (or delegate)
Role of Committee Members
Members of the Committee will undertake a number of roles. These include to:
Consult and engage with consumers and community groups to maximise community participation in driving integrated and coordinated health care services that are patient-focused and appropriate to the needs of the different population groups.
Implement engagement activities that highlight the value of consumer and community engagement.
Support the implementation and operations of the CAG.
Promote the Cairns and Hinterland Hospital and Health Service Plan 2012–2026, Cairns Hinterland Hospital and Health Service Strategic Plan 2013–2017 and the Consumer and Community Engagement Strategy 2012-2015.
Assist in the monitoring and reporting of key performance indicators of the Cairns and Hinterland Hospital and Health Service Plan 2012–2026, Cairns Hinterland Hospital and Health Service Strategic Plan 2013–2017 and the Consumer and Community Engagement Strategy 2012-2015.
Collaboratively review and update the Cairns and Hinterland Hospital and Health Service Plan 2012–2026, Cairns Hinterland Hospital and Health Service Strategic Plan 2013–2017 and the Consumer and Community Engagement Strategy 2012-2015 where appropriate.
Monitor and report emerging issues and priorities from the community.
Assist the CHHHB in its communication with the Health Service’s consumers and community members.
Undertake activities and projects as agreed with the CHHHS from time to time.
Role of the Committees Chair
The Chair of each Committee will undertake a number of roles in addition to his role as a Committee member. The Chair:
Shall chair all meetings of the Committee.
Be responsible for ensuring that the Committee operates in an effective manner within these terms of reference.
Be a member of the CAG.
Be available to liaise with all key stakeholders and may be required to attend Board meetings or briefings on occasions.
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8 Code of Conduct for Committees Members
In addition to the key functions of the Committee members’ role, there are expectations relating to how Committee members participate in the CHHHS. By working with, or in the CHHHS, either in a paid or volunteer role, Committee members are bound by the Queensland Public Service Code of Conduct. Committee members are expected to:
Act honestly and within the law at all times.
Act in good faith and not for improper or ulterior motives.
Act in a reasonable, just and non-discriminatory manner.
Undertake their role with reasonable care and diligence.
Conduct their ongoing relationship with fellow members, stakeholders and the public with respect, courtesy and sensitivity.
Use information in a careful and prudent manner.
Represent the interests and preferences of the Cairns and Hinterland communities rather than those of individual stakeholder organisations.
The Queensland Public Service Code of Conduct provides guidance for community representatives.
9 Recruitment of Committees members
Consumers and community members who wish to be on the Committee will need to go through a recruitment and selection process.
Members of the community can nominate for membership on the Committees by submitting an expression of interest.
Nominees will be selected based on their capacity to:
i. Represent the knowledge and perspectives of community members within their Hub.
ii. Consult and engage members of their community from diverse backgrounds and those with a diverse range of interests.
iii. Establish or possess established links to consumer or community networks.
iv. Contribute to the roles of the Committees.
v. Work in a team environment, make a contribution and share the Committees’ workload.
The following procedure will be used to establish the membership of the Committees as vacancies arise:
i. Applications for Committees membership will be sought through a range of strategies that may include:
Advertisements and notices in the local newspapers, the CHHHS website and e-newsletters sent to existing contact database of consumer and community members who have been involved in the CHHHS’s consumer and community consultation processes to date.
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Nominations from peak bodies.
Direct appointment by the Chief Executive.
ii. Candidates will be assessed against the above listed criteria by a selection panel formed by the CHHHS including the Consumer and Community Engagement Coordinator.
iii. The short listed candidates will be interviewed.
iv. The interviewing panel will make recommendations to the CHHHB on the suitability of the candidate.
v. An appointment will be made where CHHHB supports the candidate’s nomination.
10 Terms of Appointment
Committee members will be appointed for a period of two years, but be eligible to nominate for an additional term.
A Local government representative will be appointed on the Committee for their period of term as a local government member. When the representative’s tenure as a local government member concludes whilst still on the Committee, the representative will resign from the Committee and hand over their position to the new local government member. The former local government representative will be eligible to apply to be on the Committee as a community representative.
A Hospital and Health Service officer will be appointed for a period of two years and will not be eligible to nominate for an additional term.
A staggered recruitment process will occur every year (after the first two years) for a third of the members to ensure continuity of membership. If more than a third of the members wish to stay, then departing members will be selected in a random draw. The draw will be conducted by the Consumer and Community Engagement Coordinator and the results will be final. The draw will be held at a time and location approved by all Committee members.
The Committees will elect a Chair for a one-year term. The Chair may have up to two consecutive terms.
A member shall be deemed to have resigned if that member fails to attend three consecutive Committee meetings. However, the Committees may grant leave of absence for an extended period.
Resignations shall be submitted in writing to the Consumer Advisory Group through the Chair.
The Consumer and Community Engagement Coordinator will arrange reappointments and new appointments as necessary. Any vacancy on the Committees will be filled in accordance with the recruitment process outlined above.
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11 Committees Proceedings
Meetings
Meetings will generally be held quarterly, however may be held more frequently if
needed.
Meetings will be held at the local Health Centre unless otherwise resolved by the
Committees.
Following consultation with the Chair, the Consumer and Community Engagement
Coordinator will indicate details (time, date and location) of the Committee meeting to
members via email and on the Consumer and Community Engagement website
Members of the Committee shall send agenda items for inclusion on the agenda to
the Consumer and Community Engagement Coordinator and Chair a week prior to
the meeting.
Following consultation with the Chair, the Consumer and Community Engagement
Coordinator will distribute the meeting agenda and other meeting documents to
Committee members.
Discussion
Decisions of the Committee are made by consensus of Committee members present
at a duly convened meeting. These decisions will be reflected in the minutes and,
where necessary, any dissenting views that a Committee member has specifically
stipulated will be recorded if requested by that Committee member.
If a matter cannot be concluded by consensus a formal vote may be required.
Decisions are made by a majority of votes. In the case of a tied vote the Chair of the
meeting will have a casting vote.
Members of the Committee who are remotely located will be able to participate in a
particular Committee meeting or all meetings by telephone, videoconference or any
other means of real-time communication. Members participating in a meeting by use
of technology are taken to be present at the meeting. The method of communication
will be recorded in the minutes of Committee meetings.
Working groups
The Committee may establish working groups to assist in their responsibilities. A
member of the Committee shall chair the working group.
The Committee shall identify the working group’s purpose, terms of reference,
operating guidelines and target dates for the completion of activities.
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The working group under the guidance of the Chair shall develop a statement of the
role, responsibility and tasks to be achieved and the reporting procedures to be
followed.
Other participants
The Chair may from time to time invite other individuals or groups to present at a Committee
meeting. Where agreed by the Chair, members may invite guests to attend meetings to
provide expert advice and support to a specific topic raised. A guest’s attendance is limited
to the duration of discussion on that specific topic.
Quorum
A quorum for a meeting of the Committee shall consist of 50% of the Committee’s voting
members.
12 CAG Proceedings
Meetings of the CAG will generally be held twice a year, however in the early stages of
implementation they may be held more frequently if needed. Meetings will be held at a local
Health Centre unless otherwise resolved by the CAG. Future meeting dates and times will
be decided on at the initial meeting.
Decisions of the CAG are made by consensus of CAG members present at a duly convened
meeting. These decisions will be reflected in the minutes and, where necessary, any
dissenting views that a CAG member has specifically stipulated will be recorded if requested
by that CAG member.
A quorum shall consist of 50% of the CAG voting members.
13 Administrating and Resourcing the Committees
The CHHHS will provide secretarial services and other resources (e.g. venue, preparation and distribution of minutes/agendas) to support the functions of the Committees.
Secretarial services will not be provided for working groups.
The function of the Committees will be reviewed annually and the CHHHB shall be provided with quarterly reporting on each group’s activities through the CAG including an update on the progress of the group and future recommendations
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Records of and Communication of Meeting Business
Formal minutes will be kept of all meetings and will be confirmed at the subsequent meeting of the Committees.
The Consumer and Community Engagement Coordinator is to be copied in to all key business communications.
Review of the Terms of Reference
The ToR are to be reviewed and adjusted as required on an annual basis or as necessary by the CCCs through the CHHHB.
14 Privacy and Confidentiality
Community representatives may be exposed to sensitive, private and confidential information relating to the business transactions, affairs, property, intellectual property, policies, processes or activities of the CHHHS or its consumers and extends to the medical records of consumers of the CHHHS.
The CHHHS requires any volunteer representative on CHHHS Committees to keep strictly confidential all Confidential Information and patient information and to comply with all privacy obligations.
Confidential Information
Confidential information is any information:
about a person who is receiving or has received a public sector health service, and could be identified;
acquired by a designated person in the course of providing a health service to a person, where the information could identify the person (including a deceased person) to whom the health service relates. The information may relate to a current health service or one that has already occurred; and
about the operations of the CHHHS which is not in the public domain.
The CHHHS will only disclose Confidential Information to enable the Community Consultation Committee Members to timely and effectively manage factors arising for deliberation.
In consideration of CHHHS providing access to confidential information to Committee Members, Committee Members are obliged:
not to disclose to any third party any of the confidential information of the CHHHS;
to keep confidential all confidential information and information not in the public domain;
to only use confidential information in their possession for purposes connected with the performance of their duties;
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to maintain proper and secure custody of all confidential information from unauthorised access, use, modification, copying or disclosure; and
to deliver to the owner of the confidential information all confidential information which is in physical form (including electronic information) in their possession immediately when requested to do so.
To participate in certain activities consumer representatives will be required to sign a confidentiality agreement (see Appendix 2). If a consumer representative does not wish to sign the agreement, the consumer representative will be excluded from participating in that particular activity.
The Queensland Health I Information Privacy provides guidance for community representatives.
15 Conflicts of interest
A Committee member who believes, or has reasonable grounds to believe, that he/she has an actual, potential, apparent, or appear likely to arise conflict of interest in a matter before the Committee, he/she must immediately declare the conflict of interest. The procedure to follow requires the member:
disclose the nature of the conflict of interest by reporting it directly to the Chair
record the disclosure in the minutes of the meeting
withdraw from the matter or decision-making process that constitutes the conflict of interest
withdraw himself/herself from voting on the matter that constitutes the conflict of interest
remove himself/herself from the room on the matter that constitutes the conflict of interest
If the matter before the Committee is such that the remaining members do not constitute a quorum, the remaining members shall be deemed as an appropriate quorum of the Committee.
16 Complaints and Concerns
Committee members have the right to express grievances, concerns or dissatisfaction verbally or in writing, about a service, actions of its staff', Community Consultation Committee or its member(s) without the fear of retaliation of consequences.
A complaint is a generic term referring to the expression of dissatisfaction, orally or in writing, about the service or actions of an agency or its staff.
Procedure
If a Committee member has a concern or complaint about a task, another consumer representative, and patient or staff member:
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Notify the Consumer and Community Engagement Coordinator in writing or verbally. In notifying the complaint, provide sufficient information to enable the appropriate action to be taken. Committee members can outline the action they believe may resolve the issue if they wish.
Action to resolve a Committee member’s complaint will be taken by Consumer and Community Engagement Coordinator.
At the completion of the action to resolve the complaint, the Consumer and Community engagement Coordinator will provide a written decision to the community representative complainant.
If a complaint is received about a Committee member’s performance:
(i) The Chair will discuss the issue of complaint with the Committee member and seek to resolve any problems.
(ii) Should issues still exist, or the Committee member feels they are not receiving fair treatment; the Consumer and Community Engagement Coordinator may become involved to seek an appropriate resolution.
If a complaint is received about a Committee Chair’s performance:
(i) The Consumer and Community Engagement Coordinator will discuss the issue of
complaint with the Committee Chair and seek to resolve any problems.
(ii) Should issues still exist, or the Committee Chair feels they are not receiving fair
treatment; the Community Advisory Group may become involved to seek an
appropriate resolution.
For any complaints, concerns, or positive feedback regarding direct patient care contact:
Patient Liaison Services
Phone: (07) 4226 6700
Email: [email protected]
Or
Consumer and Community Engagement Coordinator
Phone: (07) 4226 5219
Email: [email protected]
17 Reimbursement
The CHHHS values the contribution that consumers, carers and community representatives
make in its planning and decision making processes. This is associated with the principle
that consumer and community representatives should be reimbursed for expenses
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associated with required and approved travel and other out-of-pocket expenses related to
the essential business of the Community Consultation Committee.
General conditions for reimbursement
The CHHH Board determines the general conditions of reimbursement of expenses to
community and consumers participating on Committee, working parties and or advisory
groups. Expenses incurred as a result of the engagement activity, including:
travel
parking
accommodation and meals
telephone calls and stationary
The Community Representative is required to produce documentary evidence of expenses
to be claimed which may include one of the following –
tax invoice;
receipts;
itemised statements; and
statutory declaration.
Reimbursement procedure
Committee members needing to be reimbursed for expenses relating to their duties
on the Committees are required to:
Provide the Consumer and Community Engagement Coordinator with documentary
evidence of expenses to be claimed.
Complete and return the tax invoice and statement of supplier form (see Appendix 2).
Reimbursement funds are deposited directly into the nominated bank account.
Mileage Procedure
Reimbursement for mileage can be claimed using either of two methods.
Completing the tax invoice and statement for supplier.
Providing documented evidence of travel such as a bus fare ticket.
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18 Orientation and Training
Training
A range of training options will be provided for orientation and ongoing development of
Committee members using the following delivery options:
Onsite orientation and development workshops
Videoconference and teleconference sessions
Web based information for downloading.
CHHHS mandatory training includes:
Queensland Health Code of Conduct
First Response Evacuation Instruction/Fire Safety.
Tools and resources
Consumer Health Forum of Australia
Online Training Module – Guidelines for Consumer Representatives
Health Consumers Queensland
HCQ Consumer Representatives Program: Consumer Handbook (PDF 182kB)
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19 Glossary
Consumer: Refers to a person who uses, or potentially uses health services, including their
family and carers. Consumers may participate as individuals, groups, organisations of
consumers, consumer representatives or communities.
Community: Refers to groups of people or organisations with a common interest, including non-government organisations who represent the interests of health consumers. While some communities may connect through a local or regional interest in health, others may share a cultural background, religion or language. Some communities may be geographically dispersed but linked through an interest in a specific health issue by the internet, or some other means.
Community Engagement: Informs broader community engagement. Health consumers actively participate in their own healthcare and in health policy, planning, service delivery and evaluation at service and agency levels.
Health Service Organizations: Refers to public and private health and community services delivering services which include health promotion, disease prevention, diagnostic, treatment, primary, acute, sub-acute and support services. It also includes the policies and activities of departments and Ministries, related nongovernment organisations, consumer and community groups and professional associations.
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20 Appendices
Appendix 1: Privacy and Confidentiality Agreement
Community Consultation Committees
Privacy and Confidentiality Agreement
Members of Community Consultation Committees (Committees) may be exposed to
sensitive, private and confidential information relating to the business transactions, affairs,
property, intellectual property, policies, processes or activities of the Cairns and Hinterland
Hospital and Health Service (CHHHS) or its consumers and the medical records of
consumers.
The CHHHS requires all Committee members to:
keep strictly confidential all confidential information and patient information
comply with all privacy obligations
Confidential information
Confidential information is any information:
(i) about a person who is receiving or has received a public sector health service, and
could be identified
(ii) acquired by a designated person in the course of providing a health service to a person, here the information could identify the person (including a deceased person) to whom the health service relates. The information may relate to a current health service or one that has already occurred
(iii) about the operations of the CHHHS which is not in the public domain.
The CHHHS will only disclose confidential information consistent with law and policy to
enable Committee members to effectively manage factors arising for deliberation in a timely
manner.
In consideration of CHHHS providing access to confidential information to you, you
are obliged to:
not disclose to any third party any of the confidential information of the CHHHS
keep confidential all confidential information and information not in the public domain
only use confidential information in your possession for purposes connected with the performance of your duties as a Committee member
maintain proper and secure custody of all confidential information from unauthorised
access, use, modification, copying or disclosure
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only disclose confidential information as required by law. If you are required to disclose confidential information as required by law you must notify CHHHS the Consumer and Community Engagement Coordinator as soon as possible.
Return of confidential information
The CHHHS requires Committee members to return all confidential information in their
possession which is in physical and electronic form upon:
resignation
end of term as a member of the Committee
written request by the CHHHS due to a breach of the Privacy and Confidentiality Agreement.
Privacy and Confidentiality Agreement
As part of my role I understand and agree to the following:
I undertake not to communicate to any person any information, obtained during my attendance at a CHHHS facility, which could identify an individual who is receiving or has received CHHHS health services unless compelled to do so by law.
I have no right or interest in the confidential information except the right to use it for its permitted use.
CHHHS does not warrant or represent that the confidential information provided by the consumers who utilise CHHHS is accurate, complete or reliable.
To the extent permitted by law, CHHHS is not liable for any loss or damage (whether or not on the basis of negligence) that I or anyone else suffers as a result of using or relying on the confidential information.
I shall return all originals and copies of the confidential information to the CHHHS as soon as I am asked to do so, or if CHHHS directs, destroy all copies made.
I will comply with all reasonable requirements of a client of CHHHS in relation to the confidential information of that client and will not cause CHHHS to be in breach of its obligations to its consumers with respect to that confidential information.
By signing this Agreement, I confirm that I have read and understood the above and agree to
maintain the confidentiality requirements of the CHHHS according to this document. I
acknowledge that the obligations of this confidentiality undertaking will continue during and
following my tenure as a Community Representative on the Committee.
Committee
Representative
Signature Date
Print Name Committee
CHHHS
Coordinator
Signature Date
Print Name Department
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Appendix 2: Tax Invoice and Statement of Supplier
COMMUNITY CONSULTATION COMMITTEE
EXPENSE REIMBURSEMENT FORM
Name
Mailing Address
Phone / Mobile No.
B. EXPENSE REIMBURSEMENT
Date of meeting:
Mileage
Please one of the
boxes
Automobile
1600cc and less 1601cc to 2600cc 2601cc and over
Automobile – Rotary Engine
800cc and less 801cc to 1300cc 1301cc and over
Motorcycle
250cc and under Over 250cc
From:
To:
Total km
$
Other Parking $
Total Amount $
C SIGNATURE
Committee Member’s
Signature
CHHHS Officer’s Name Laetitia M’kumbuzi
CHHHS Officer’s
Signature
C. FINANCE OFFICE USE ONLY
INVOICE NUMBER =
last day of travel
INVOICE DATE = date
claim signed
VENDOR NUMBER AMOUNT PAID $
INVOICE
DISTRIBUTION
AMOUNT $
ACCOUNT
CODE
COST CENTRE
MILEAGE 5 2 3 0 0 0 6 4 0 1 7 4
Car Park 5 1 1 8 5 5 6 4 0 1 7 4
PRINT NAME GARNETT HALL DATE / 11 /2013
SIGNATURE
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Appendix 3: Committee Member Agreement and Guidelines
Community Consultation Committee
Member Agreement and Guidelines
Congratulations on being appointed as a Community Representative for the Cairns and Hinterland Hospital and Health Service (CHHHS) Community Consultation Committee (CCC).
We ask that you read this agreement, sign it and return to the Consumer & Community Engagement Coordinator (details below).
Your Role
As a Committee Member you bring your knowledge, skills and community networks to the CHHHS CCC. The role of a Committee Member on the group is to:
Consult and engage with consumer and community groups to maximise community participation in driving integrated and coordinated health care services that are patient-focused and appropriate to the needs of the diverse population groups;
Present the views and opinions of consumers and community members at Community Consultation Committee meetings and, where possible, offer solutions to identified community health needs;
Consult and engage with consumers and community members at the local level about the CHHHS Strategic Plan 2012 – 2016, the Cairns and Hinterland Health Service Plan 2012 – 2026 and relevant health issues;
Build consumer and community knowledge and confidence in the provision of quality health services within the Cairns and Hinterland Hospital and Health Service;
Foster the vision to provide world-class health services to improve the social, emotional and physical wellbeing of people in Cairns and Hinterland and the North East Australian Region; and
Report the activities of the group to other consumers (where appropriate and in accordance with the Terms of Reference and Confidentiality Agreement).
Support from the Cairns and Hinterland Hospital and Health Service staff
The CHHHS supports Committee Members by:
Facilitating opportunities for networking with other consumers;
Responding to issues; and
Providing information, support and guidance upon request.
By signing this agreement, you confirm that you have read and understood the above and agree to be a community representative for the CHHHS.
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Committee Representative
Name Signature Date
Consumer and Community Engagement Coordinator
Name Signature Date
Contact details
Name: Laetitia M’kumbuzi
Position: Consumer & Community Engagement Coordinator
Postal Address: Consumer & Community Engagement Coordinator
Office of the Chief Executive
P O Box 902
CAIRNS QLD 4870
Email: [email protected]
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Appendix 4: Community Reference Group Registration Form Consumer and Community Engagement CHHHS Community Reference Group Registration Form
Contact Information
Title
Name
Surname
Address
Contact No. Mobile: Home: (07)
Identity
Aboriginal Torres Strait Islander Australian South Sea Islander
Non-Aboriginal Other:
Women People with a disability
Age Range 18-24 25-39 40-54 55-69 70yrs +
Areas of Interest
Aboriginal health Mental Health Service planning and design
Torres Strait Islander
health
Oral Health
Patient journey
Multicultural health Cancer Quality and Safety
Children’s health Diabetes Advanced Health Directives
Young people Sexual Health Substance Abuse
Women’s health Emergency Older persons
Lesbian, gay, bisexual &
transgender communities
Men’s health
Disabilities
Thank you for taking the time to complete the registration for participation in the CHHHS
Community Reference Group.
Please email this form to the Consumer and Community Engagement Coordinator using the
‘Email’ button below or post to:
Consumer and Community Engagement Coordinator
Cairns and Hinterland Hospital and Health Service
PO Box 902, CAIRNS QLD 4870
Email Form Print Form
