Vie Medic Services Ltd

Updated 1 August 2018

Vie Medic Services Ltd is operated by Vie Medic Services Ltd. The service was registered in April 2015 and is an independent ambulance service in Rotherham, South Yorkshire. The service primarily serves the communities of South Yorkshire.

Vie Medic Services provided mainly event first aid cover and first aid training, which are out of the scope of CQC regulation. However, the service occasionally provided transport of patients from event sites within its contracts with providers, which is within the scope of regulation, and it is on this basis that the service was inspected.

The service employed two permanent staff, including the managing director who is the registered manager for the service. Vie Medic used the support of 56 other temporary bank staff, many of whom are employed in other substantive roles within NHS organisations. Vie Medic Services did not at present have their own vehicles and currently hired them from other ambulance services when covering events if required.

The service has had a registered manager in post since 10 April 2015.

Updated 1 August 2018

We inspected this service using our comprehensive inspection methodology. We carried out the announced part of the inspection on 30 April 2018.

To get to the heart of patients’ experiences of care and treatment, we ask the same five questions of all services: are they safe, effective, caring, responsive to people's needs, and well-led?

Throughout the inspection, we took account of what people told us and how the provider understood and complied with the Mental Capacity Act 2005.

Services we do not rate

We regulate independent ambulance services but we do not currently have a legal duty to rate them. We highlight good practice and issues that service providers need to improve and take regulatory action as necessary.

We found the following areas of good practice:

• The service had clear incident management system for reporting, reviewing and responding to incidents with feedback processes for shared learning.

• There were suitable policies and procedures for raising safeguarding concerns which staff were aware of. The service is in the process of providing enhanced safeguarding training for staff in line with national guidelines.

• There were appropriate and comprehensive risk management structures in place with suitable risk assessments and a risk register which was informed by regular review of outcomes and quality monitoring. This included planning for safe staffing levels and relevant contingencies.

• There were safe systems for managing medicines at the service with regular audit checks and effective processes for supply and disposal.

• The service monitored environmental safety and infection control with regular equipment and hygiene checks.

• Records were managed effectively and securely with regular scrutiny as an integral part of quality monitoring.

• Staff had access to current guidance and protocols based on national guidelines which they could reference through phone apps and on the provider website.

• The provider monitored adherence to guidelines via spot checks, audits of patient record forms and patient outcomes via a clinical dashboard.

• There were effective systems for assessment and planning of support and care provided by the service with regular briefings.

• The service provided regular training for staff to ensure competence levels were maintained as appropriate and supplied updates and relevant guidance on the staff resource section of the website, including additional information and guidance using a range of methods.

• Staff received regular appraisal and review which was recorded in personal records.

• Systems were in place to ensure staff maintained their professional registration and were

• up to date with their mandatory training and clinical skills

• Consent was well evidenced and there were up to date policies relating to capacity and consent in adults and children as well as staff training.

• The service took account of diversity and there was a multi-faith phrase book available for use if required.

• The service demonstrated effective management of complaints, with analysis and learning available to staff.

• The service had an enthusiastic and proactive registered manager with a senior management team to provide operational oversight and clear organisational structure. There were clear mission statements and a business development plan was in progress.

• The service had an up to date risk register and a range of quality assurance processes which demonstrated regular review and actions to maintain and improve performance and respond to any concerns.

• Staff were positive about the culture at the service and there were good systems for engagement and communication with staff using a variety of media and feedback processes.

However, we found the following issues that the service provider needs to improve:

• Although the service used a central database to monitor mandatory training, records were not always clear or up to date.
• The service had recruitment processes in place, however not all staff had a record of pre-employment reference checks.

Following this inspection, we told the provider that it should make improvements, even though a regulation had not been breached, to help the service improve. Details are at the end of the report.

Ellen Armistead

Deputy Chief Inspector of Hospitals (area of responsibility), on behalf of the Chief Inspector of Hospitals

Updated 1 August 2018

Vie Medic Services Ltd is operated by Vie Medic Services Ltd. The service provides mainly first aid cover at events but occasionally may be required to transport patients to local accident and emergency departments

The service had developed a foundation for effective governance, with robust systems in place for assessing risk, monitoring quality and safety and good communication networks.

The registered manager was proactive and responsive and had good oversight of operational performance with clear organisational structure and responsibilities. The service had recently introduced additional quality monitoring with spot checks to ensure good practice was maintained.

Patient records were managed and monitored effectively and stored securely at all times to ensure patient confidentiality was maintained.

The management of medicines within the service was safe and there were regular audits and safety checks of equipment and infection control procedures.

Staff had regular reviews, feedback and training with a staff resource centre on the provider website for guidance, shared learning, updates and alerts.

There were appropriate and accessible policies and procedures in place which were annually.

reviewed to ensure that staff used best clinical practice in line with current legislation.

Staff were positive about the culture and management of the service which was viewed as transparent, inclusive and supportive. There was evidence of regular communication and updates from the registered manager and staff had opportunities to express their views and provide feedback through a staff forum. Staff were aware of the underlying mission and aims of the service which were to provide good quality, safe and professional care.

However, we also found the following issues that the service provider needs to improve:

Although the service delivered regular training to staff, which it monitored on a central database, with training certificates in staff files, there were some gaps in recording and not consistent evidence that all statutory training had been delivered for all staff. .

Although there was a recruitment process in place, reference checks were not always in evidence in a minority of staff files.