Statement Writing Lynne Galvin RCM Regional Officer For

Statement Writing Lynne Galvin RCM Regional Officer

For Consideration 2 As an Individual: • What is it about? • Why is it being requested? • Who has requested it? As a source of advice: • • The above but also consider: Is there more than one individual that may need my support? Is there a direct conflict between individuals? Should I be advising more than one? The Royal College of Midwives | www. rcm. org. uk

Why may we be required to write a statement? Complaint Incident Disciplinary investigation Legal case Coroners inquest NMC referral Police (prepared) Do you have to? Promote professionalism and trust 23 Cooperate with all investigations and audits This includes investigations or audits either against you or relating to others, whether individuals or organisations. It also includes cooperating with requests to act as a witness in any hearing that forms part of an investigation, even after you have left the register. The Royal College of Midwives | www. rcm. org. uk 3

How to begin to prepare 4 Allocate time (un-interrupted) Have access to the original documents • Written Case notes • Electronic records • CTG • Roster • Datix • Personal notes made at the time • RCM Statement writing Guidance • Personal support-RCM Steward, PMA, Manager, Colleague? Ø Never make a statement from memory alone. Ø Always take time to review the records you have made Ø Employees are entitled to be given time to prepare a statement The Royal College of Midwives | www. rcm. org. uk

Where do I start? -the Basics • • • 5 Full name Qualifications (with dates) Status/pay band Employer’s address Length of employment at the time of the incident and also at present if this is now different Your involvement State the purpose of writing the statement Date of the incident and relevant period of duty Names of staff on duty The Royal College of Midwives | www. rcm. org. uk

What should be included? 6 • More than is in the records-further explanation-thought processes-rationale • A factual account of your role in the care • Logical sequence • Include recollections, use of records, standard practices-but be clear: “From recollection……with reference to the records made at the time…. . It was standard practice in line with the guideline in place at the time……. ” • Identify other staff involved by their names and status, especially if the signatures are illegible • Include your comments on any allegations concerning your involvement • Give details of the conclusion of your involvement in the client’s care The Royal College of Midwives | www. rcm. org. uk

Do include: 7 Any exceptional points: – – – ward in process of redecoration staffing levels clinical activity Incident form Escalation at the time The Royal College of Midwives | www. rcm. org. uk

It is good practice to: 8 • Explain clinical terms/medical terminology • Number pages • Number paragraphs • Label any appendices. • Double spacing • Check spelling and punctuation • Easy to read font. • Sign and date each page. The Royal College of Midwives | www. rcm. org. uk

Do remember to: 9 • To be completely honest and state if you cannot remember something • Avoid ambiguity or subjective statements • Avoid opinion or speculation • Avoid abbreviations or jargon • Explain why you made the decisions you did or took a particular form of action • To state the midwifery practice/or clinical guidelines at the time of the incident and to attach the relevant guideline if it is appropriate • Seek advice from your local RCM steward before submitting your statement • Retain a copy for yourself The Royal College of Midwives | www. rcm. org. uk

And: 10 Join the RCM! Our members have the best support at their disposal. Workplace representatives Network of workplace representatives first point of call. Regional/national officers Based around the UK, team of regional and national officers are experts in employment relations. All of our regional and national officers are experienced, registered midwives, so members can feel comfortable that they can relate to their issues and concerns. The Royal College of Midwives | www. rcm. org. uk

Workshop - Statement 1 (Advice) 11 Observations: • • • Written English poor Grammar issues Used Personal Address NOT Trust address Unclear the purpose of writing the statement (was patient complaint) Wording around the Admissions book poor-needs to describe the relevance-could it purely be recall of the activity on the day? Needs to name the Midwives she was working with or needs to say cannot recall-but be clear. Paragraph about the admission needs to say with reference from the clinical notes made at the time. Mentions late booking but doesn’t say at what gestation. Measurement of Growth-not repeated-is that with reference to the Trust Guideline? When is the growth scan organised for? Which colleague checked the presentation? Dr Review-Be clearer-what do the notes reflect? Was the telephone conversation documented? Is it usual to take this instruction over the phone? Would there not be a physical review by the Doctor? Could be a crucial point in the case. Was the Doctor fully aware of the situation? I requested a copy of the notes from the shift. The statement did not entirely reflect what was written in the notes. Member was advised that she should be factual, taking information directly from the notes with explanation from memory and with reference to Policies and Guidelines in place at the time. The Royal College of Midwives | www. rcm. org. uk

Workshop -Statement 2 (Advice) 12 Only advice was to include the names of the Midwives involved. The Royal College of Midwives | www. rcm. org. uk

Workshop - Statement 3 (Advice) • • • 13 Indicate how long worked as LWC Indicate that the statement is written from memory. Be clearer about the process of handover and what happened on that night. Too wordy and complicated in relation to the patients on the unit. Be clearer Reword how the Community Midwives choose their area of work. Be clearer about the workload Why is the Matron’s diary entry relevant Is the paragraph relating to the previous night relevant? Reword the final paragraph. Focus more on what is the LWC role and responsibilities. • Shouty • Confrontational • Doesn’t explain rationale or thought processes. The Royal College of Midwives | www. rcm. org. uk

Workshop - Statement 4 (Advice) 14 • Change the wording in paragraph one where Midwife feels allegations are unfair-sounds argumentative. Need to accept the woman has a perspective and this is how she perceived her care. • Include extra training. • Better explain why visitors are limited on Triage. • Better explanation of rationale for advice over the telephone and how determined latent phase. The Royal College of Midwives | www. rcm. org. uk

For further information Website: www. rcm. org. uk Telephone: 0300 303 0444 Email: info@rcm. org. uk www. facebook. com/midwives. RCM @Midwives. RCM