policy, governance or management information.
All HEE staff, members of the DH sponsor team and other relevant DH staff will be made aware of the process and its relevance.
The process for ensuring that information requests are dealt with as efficiently and effectively as possible is as follows:
Step 1 Determine what type of request it is.
Step 2a If it is a category A request, it should be forwarded to the HEE Briefing team as soon as possible via the designated PPA mailbox: [email protected]
Step 2b If it is a category B request; deal with it if you are the appropriate person. If not, pass on to the relevant colleague/team.
Step 3 Copy all relevant email communication relating to category B information requests into the designated mailbox: [email protected]
Step 4 Make sure the final communication, confirming the closure of the information request is copied into the designated email inbox.
The flowchart on the next page describes these four steps.
DH information requests to HEE are categorised as follows: A: Public and Parliamentary Accountability requests
B: All other requests, including policy, governance, management information etc.
Step 1: A member of staff from DH makes contact by phone or email asking for information
If the request isn’t clear, ask for clarification for example who the originator of the request is, what the information is going to be used for, what the deadline is etc. Don’t be afraid to probe until you know what is required.
Category A: Step 2a. Pass PPA requests on to the HEE Briefing team straightaway via the designated PPA mailbox
(Hee.Parliamentary@ nhs.net)
Category B: Step 2b. Deal with the request if you are the appropriate person or, if not, pass it on to the colleague/team who deals with the relevant area of work
No further action
Step 3. Copy all relevant email communication relating to the request to
the designated email inbox: [email protected]
Step 4. Copy the final communication, confirming the closure of the information
request, into the designated email inbox: [email protected]
7 Logging and evaluating information requests from DH to the designated HEE.DHmanagement.nhs.net mailbox
7.1 The designated inbox will be monitored regularly and all requests logged onto an information request log by the Corporate Management team.
7.2 The Corporate Management team will regularly review the information process and log to ascertain how well it is working.
7.3 The Corporate Management team will address any issues that may arise through the appropriate channels and report on progress to the Director of People and Communications. 7.4 Issues arising from the process will be shared with the DH
sponsor team as appropriate. 8 Equality Impact Assessment (EIA)
8.1 This policy applies to those listed at paragraph 3.1 irrespective of age, race, colour, religion, disability, nationality, ethnic origin, gender, sexual orientation or marital status, domestic circumstances, social and employment status, HIV status, gender reassignment, political affiliation or trade union membership. In overseeing the process for DH information requests, HEE will treat those concerned in a fair and equitable manner and reasonable adjustments will be made where appropriate.
9 Education and Training Requirements
9.1 The training requirements for effective implementation of the policy are information sharing, by email to the groups identified in section 3.1 above, outlining the process and explaining the reasons for the policy.
9.2 A reminder of the process, and its importance, will be issued by email to the relevant group/s identified in section 3.1 as and when deemed necessary. 9.3 Additional one to one training on the process will be available from the
Corporate Management Team where this is required.
9.4 Members of the Corporate Management Team will receive training on use of the information request log as required to ensure it is maintained in a timely and accurate manner.
10 Monitoring Compliance and Effectiveness
10.1 Monitoring of the compliance of the policy will be carried out by the Corporate Management Team.
10.2 HEE and DH staff will copy any email communication regarding DH information requests into a designated ‘DH Management’ inbox. The
information will be recorded onto a DH information request log. The log will be monitored regularly.
10.3 If any discrepancies come to light, the Corporate Management Team will contact the staff concerned, seeking clarification or to remind the individual/s of the policy and process as appropriate.
10.4 If this contact does not resolve the issue, it will be flagged to the responsible manager. If issues persist, they will be flagged to the Director of People and Communications and/or the DH sponsor team as appropriate. Likewise, any issues arising from monitoring the process will be flagged in the same way. 10.5 Any major issues in relation to the policy i.e. lack of compliance with the policy
and the process such as HEE staff not copying correspondence to the DH information request email inbox, not responding to emails requesting HEE management information or not meeting requested deadlines will be recorded by the Corporate Management Team and flagged accordingly.
10.6 Learning will take place by regular monitoring of the log and by seeking feedback from those concerned, as identified in section 3.1 above. 11 Associated Documentation/References
11.1 Framework Agreement between the Department of Health and Health Education England 2013
11.2 HEE Public and Parliamentary Accountability Protocol 11.3 HEE Public and Parliamentary Accountability Policy 11.4 HEE Public and Parliamentary Accountability Guide