OCTOBER 2014 | NBA TOOLKIT NBA | PRF TOOLKIT www.bcnu.org BC NURSES’ UNION | NBA ROFESSIONAL RESPONSIBILITY | PRFs P
Welcome message from author
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
OCTOBER 2014 | NBA TOOLKIT
NBA | PRF TOOLKIT
www.bcnu.org
BC NURSES’ UNION | NBA ROFESSIONAL RESPONSIBILITY | PRFs
P
Page | 1
ABLE OF CONTENTS
NBA TOOLKIT
3 PRF Department Contact Information
5 Article 59 Professional Responsibility Language
9 NBA PRF
13 PRF Process Simplified – Flowchart
15 Initial Conversation – Email Template
17 NBA/FBA PRF Language Comparison
19 Tips for Filing a PRF
21 PRF Committee Terms of Reference
25 Guiding Principles
27 Roles and Responsibilities: Members and Stewards
29 Roles and Responsibilities: Employee and Employer Co-Chairs
31 Checklist for Advancing PRF(s) to the Union
33 PRF Committee Final Report
37 Closing Tool
T
Page | 2
Page | 3
PRF ASSISTANT Jennifer email: | [email protected]
ONTACTS
Suzie Ford Professional Advocacy Officer (PRFs) 1.800.663.9991 | 604.433.2268 cell. 604.862.0938 email: | [email protected]
Suzie services the following Health Authorities:
Fraser Health Authority Vancouver Island Health Authority Interior Health Authority
Gina Ramsay Professional Advocacy Officer (PRFs) 1.800.663.9991 | 604.433.2268 local 2176 cell. 604.319.5198 email: | [email protected] Gina services the following Health Authorities:
Vancouver Coastal Health Authority Northern Health Authority Provincial Health Services Authority Providence
C
www.bcnu.org
Contact your PRF Regional Advocate for assistance or go to the BCNU website. Your PRF Advocate is a useful local resource for you!
Page | 4
Page | 5
Page | 6
Page | 7
Page | 8
Page | 9
Page | 10
Page | 11
Page | 12
Page | 13
PRF PROCESS SIMPLIFIED
The BCNU and CRNBC both actively encourage RNs and RPNs to report professional issues in response to workload, staff and patient safety and nursing practice conditions.
59.01 Discussion with Excluded Manager or Excluded Designate
within 72 hours of issue/concern.
Excluded Manager or Excluded Designate provides written response within 72 hours. Satisfied with Results?
Not Satisfied with Results?
59.02
Fill out a PRF within seven calendar days of written response. cc: BCNU Steward, Excluded Manager and
PRF Committee.
Not Satisfied with Results?
59.03-59.05
Attend PRF Committee Meeting within 14 days. Final written report 30 days following meeting. Report provided
to Nurse and Union. Satisfied with Results?
Not Satisfied with Results?
59.06
Union MAY refer PRF to Senior Review Committee (SRC)
within seven days of PRF committee report.
SRC has 60 days to issue recommendations to
Union and Health Authority.
Recommendations that are unanimous are binding.
Recommendations that are not unanimous detailed in report to Union and Health Authority for further
consideration.
Page | 14
Page | 15
(Today’s date)
Dear (Excluded Manager),
On (date) I encountered a nursing practice concern that I would like to talk to you about. (Have the nurse tell their story - what happened, what was done to remedy the situation and recommendations).
As per Article 59, I would like to engage in the first step of the Professional Responsibility process which is a discussion with my excluded manager with the objective of resolving the concern within 72 hours of identifying it. I have availability to meet (dates/times). I may bring a steward to the meeting and a completed PRF to reference during our discussion; I will not submit my PRF until I have had the opportunity to review your written response. If we are unable to meet, I am willing to continue this dialogue via (phone/ email /video-conferencing) in the interest of meeting the timeline.
My understanding is that within 72 hours following our meeting you will provide me with a written response including an outline of the actions to be taken to address my concerns.
Thank you and I look forward to discussing this with you further.
Sincerely, Nurse
TIPS 1. A nurse with concerns related to nursing practice conditions, safety of patients and nurses or workload
should use this email template to initiate the first step of the PRF process – the conversation with the excluded manager.
2.
Please put in your email subject line: Article 59.01 – PRF process discussion with managers.
3. Remember a face-to-face conversation is the preferred method!
4. Dialogue involves an exchange of ideas or opinions with a view to attempt to reach an agreement.
“INITIAL CONVERSATION” Email Template (59.01)
Page | 16
Page | 17
PROFESSIONAL RESPONSIBILITY (PRF) LANGUAGE COMPARISON
A
14 DAYS
Excluded manager (or excluded designate) Raise issue within 72 hours
Excluded supervisor (or designate)
Request a written response
NO RESOLUTION? NO RESOLUTION?
Written Response
PRF Committee Meeting
Written Report
to member to union
Union may refer to Senior Review Committee
Recommendations issued to Union & Health Authority
Not unanimous? FURTHER
CONSIDERATION BINDING
Unanimous recommendations?
BINDING
1. The NBA PRF Process has been streamlined to three steps with tighter timelines
2. 72 hours for you talk to your excluded manager; 72 hours for your manager to respond in writing
3. PRF Committee to attempt to resolve issues in 30 days; written report to nurse & Union
4. Senior Review Committee final stage of process
File a PRF
Meeting with Excluded Supervisor & Senior Nurse Leader
Written Response
Encourage all FBA & NBA PRFs to be dealt with at the PRF Committee. (Stewards are to suggest at the Union/Management meetings).
NO RESOLUTION?
Resubmit PRF to COO (or equivalent)
Written Response
Meeting with COO (or functional equivalent) or designate, Senior
Nurse Leader & the Union
1. Excluded Supervisor should be an excluded manager or minimally a DC3 or DC4 with supervisory responsibilities
2. Senior Nurse Leader should be someone with a nursing background in a position of leadership
3. Steward may accompany member to meeting at all steps 4. NOTE: LPNs must use the FBA form but may also sign
onto the NBA form!
NO RESOLUTION?
7 DAYS
7 DAYS
30 DAYS
File a PRF
NBA FBA
72 HOURS
14 DAYS
14 DAYS
14 DAYS
60 DAYS
Page | 18
Page | 19
N
Nursing Practice Conditions
Describe patient acuity and intensity and the impact on your standards of practice and your ability to
provide safe care.
Are there current evidence-based policies and procedures to support your practice?
Were you able to carry out your patient care plans or implement physicians’ orders? Describe what
you were unable to complete and the implications for your patients and/or your practice.
Did you receive an orientation to the unit/program?
Did you have access to professional support, guidelines and education?
Did you care for patients that exceeded your competencies, skills, training or education?
Were you able to provide patient education?
Is nurse autonomy and empowerment in the workplace supported (e.g., opportunities for meaningful
input)?
Did organizational or institutional systems issues impact your ability to meet your Professional
Standards of Practice?
Patient Safety and Nurse Safety
Did you file a PSLS? – Please include the number.
Was there a workplace injury or near miss (e.g., injury report/ call centre data – report only)?
What factors contributed to the incident (e.g., inadequate or malfunctioning equipment)?
Did you have adequate safety equipment (e.g., patient lift, O2, call bell etc.)?
Did your assignment include confused or aggressive patients?
How did the workplace culture or moral distress impact you and/or your patients?
Have you experienced nurse fatigue resulting from: missed/ late breaks, OT, excessive on-call, work-
life balance, etc.?
Have you received safety training - general and for new equipment or procedures?
Are there security issues?
TIPS FOR FILING A PRF
Page | 20
Workload Were baseline staffing levels met?
Did you request and receive replacement “like-for-like” (e.g., RN for RN)? If not, what replacement was
provided?
Accurately describe the number of sick calls, leaves etc. that contributed to the need for replacement.
Was the unit over census? By how many patients?
Identify the number of funded beds versus unfunded beds if over census.
Was workload required to support the acuity and intensity of patients and skill mix?
Was workload received for the entire shift or partial shift?
Is there a sufficient casual pool?
Indicate the number of admissions, discharges and transfers on your shift.
Are there current vacancies?
Were you assigned additional duties over and above your assignment (e.g., in-charge with patient
assignment)?
Were you affected by the staffing complement: lack of specialty training, novice vs. expert, orientees,
students, skill mix, floating?
Were you able to complete all required documentation in a timely manner?
What non-nursing duties were you required to perform?
What other contributing factors impacted your work (e.g., lack of physician support, lack of allied
health workers)?
TIPS FOR FILING A PRF
Page | 21
Page | 22
Committee Co-Chairs:
Are neutral parties to ensure thorough exploration of the issues. Ensure an action oriented focus is used. Identify an alternate for themselves. Set meeting dates & coordinate notification of participants. Adopt Terms of Reference and PRF Guiding Principles. Develop climate goals for meeting. Ensure that the ad hoc members understand their roles and responsibilities.
PRF Author(s):
Presents the issues. Proposes solutions. Gives feedback on manager’s suggestions.
Excluded Manager:
Responds to concerns and issues. Engages in dialogue and problem-solving. Provides PRF author(s) with a written response as per Article 59.01 that outlines
what actions are to be taken and any unresolved concerns prior to PRF Committee meeting.
Union Steward:
Assists in representing the member’s interests by offering support and guidance. Ensures that processes are fair and respectful. Follows up with PRF author(s) prior to 30 days to determine any outstanding,
unresolved actions/issues. As per Article 59.05 “The PRF Committee will have thirty (30) days following the meeting to attempt to resolve the identified concern(s) and to submit a final written report to the nurse(s) and the Union identifying the actions to be taken and the timeline for implementation.”
ROLES - General Overview
TERMS of REFERENCE TEMPLATE PROFESSIONAL RESPONSIBILITY COMMITTEES
Page | 24
Page | 25
Page | 26
Successful use of PRFs relies on both members and stewards working together by following through on their respective roles.
MEMBER STEWARD ROLES AND RESPONSIBLITIES
Talk to your steward about worksite issues or concerns.
Discuss the issue with your excluded manager within 72 hours. You may bring your steward.
Get written response from your manager after the conversation (72 hours to complete a PRF).
Ask a steward for help if needed to complete a PRF;
fill out a PRF on-line ideally point form is acceptable include your personal contact
information, date and response from your conversation meeting with your manager.
Keep your own copy of your PRF. Send a clear legible copy to your steward,
excluded manager and chair of the PRF Committee.
Attend all scheduled PRF meetings. The PRF process is designed to hear from the member. It’s your responsibility to attend the meeting and your participation is crucial. If you do not attend the process grinds to a halt and the issue(s) remains unresolved. Be prepared to support your issue(s) with other data and information.
Let your steward know if your PRF is resolved or not after your discussion with your excluded manager or after the PRF Committee action plan is completed.
ROLES AND RESPONSIBLITIES
Support members in voicing concerns and raising issues.
Maintain communication with members throughout the process.
Encourage nurses to engage in the PRF process when issues arise.
Provide education and assistance to members in filling out PRFs.
Attend PRF Committee meetings to support and assist the members involved.
Track PRFs as they move through the PRF process including the action plan and outcomes.
Send all PRF(s) filed that are advancing to the PRF Committee to the Union office.
NOTE: You may use parallel processes concurrently to address nurses’ concerns (e.g., PSLS, hazard reports, grievance process).
ROLES and RESPONSIBILITIES: Member and Stewards
Page | 28
Page | 29
Adhere to the negotiated Terms of
Reference and Guiding Principles.
Chair the PRF Committee meetings, develop the agenda and ensure actions completed are reviewed after 30 days.
Ensure issues and nurse recommendations are explored thoroughly and in a respectful manner:
ask probing questions seek information listen and remain neutral review data and documents
Keep the dialogue focused on issues, not
on the people involved.
Produce and distribute a document that highlights the discussion and includes an action plan with timelines and the person responsible.
Ensure timely final reports/responses are received by the nurse(s) submitting the PRF.
Establish and communicate local PRF processes including: Which people in the worksite need a copy of
a PRF when it is submitted? How will they get it?
Who will contact the nurses and managers to book the PRF Committee meetings?
Ensure all participants know they must come to the meeting prepared and be part of the action planning. How will the action plan be communicated? Shared?
Monitor PRF progress/status.
Attempt to resolve concern(s) within 30 days.
Complete a final report indicating completion of actions or advancement to both the nurse(s) and the Union.
Ensure excluded manager is aware of outstanding issues and is notified when PRF(s) are to be advanced to the Union.
EMPLOYEE AND EMPLOYER CO-CHAIRS
Responsibilities Related to PRF MEETINGS
Responsibilities Related to the PRF PROCESS
ROLES and RESPONSIBILITIES
Page | 30
Page | 31
In order for the Union to consider advancing the PRF(s) to the Senior Review Committee (SRC) as per Article 59.06, the following documents MUST be included with the summary form attached.
☐ Copy of the PRF(s)
☐ Written 72 hour response from the excluded manager
☐ Action plan including specific items, timeline and key person responsible for implementation (as per page 2 of the summary form attached)
☐ Meeting notes completed during the 30 day action period
As the NBA PRF Steward or NBA PRF Committee Co-chair please ask the appropriate manager for any pertinent information that would be useful evidence to support the nurse(s) outstanding action items.
Use your own judgment in determining what would be helpful as per the examples below.
Please make this request at least twice in writing – in a timely fashion. Notify the Professional Advocacy Officer (PRF) of the status of your request and contact your LRO about filing a grievance (under Article 59.04) if no information is forthcoming.
Please note that Article 59.04 states: “Members of the committee shall have access to documents and data as may be necessary to assist in satisfactory resolution of the nurse(s)’ concerns”.
PSLS information: ☐required ☐not required ☐requested ☐received
Work Safe orders: ☐required ☐not required ☐requested ☐received
Baseline staffing numbers: ☐required ☐not required ☐requested ☐received
Checklist for Advancing PRF(s) from the PRF Committee to the Union
Supporting Data and Documents (as applicable)
Please tick only the applicable boxes
Mandatory Documents Required
Page | 32
Rotations/scheduling processes and policies: ☐ required ☐not required ☐requested ☐received
Pertinent employer policies, e.g. OCP, diversion: ☐ required ☐not required ☐requested ☐received
OT / sick time stats: ☐ required ☐not required ☐requested ☐received
Percentage novice versus senior staff: ☐required ☐not required ☐requested ☐received
Nurses with appropriate specialty training: ☐required ☐not required ☐requested ☐received
Number of casuals/relief: ☐required ☐not required ☐requested ☐received Call-in logs and final staffing complement for staff: ☐required ☐not required ☐requested ☐received
Acuity and intensity measurement data: ☐required ☐not required ☐requested ☐received
Admissions / discharges / transfers: ☐required ☐not required ☐requested ☐received Orientation schedules: ☐required ☐not required ☐requested ☐received
ALC stats: ☐required ☐not required ☐requested ☐received Pertinent Grievances: ☐required ☐not required ☐requested ☐received
Relevant research and/or program comparisons: ☐required ☐not required ☐requested ☐received
Historical Information: (e.g., old PRFs, campaigns etc.) ☐required ☐not required ☐requested ☐received
Other ☐requested ☐received
Page | 33
Worksite: Unit:
PRF author(s):
Date of incident:
Date nurse reported incident to manager: Date of conversation with manager:
Date of written report received by nurse(s):
Date of PRF committee meeting:
Present for the NBA at PRF Committee meeting:
Present for Employer at PRF Committee meeting:
PRF Committee Final Report and Chronology of Events
This must be completed and submitted to the nurse(s) and the Union (Article 59.06) if issues remain unresolved at the PRF Committee.
Page | 34
List of mutually agreed upon actions to be taken within 30 days: (must include timelines and the individual responsible for each action)
Page | 35
Outstanding actions not completed after 30 days as identified by the PRF author(s):
Page | 36
Date minutes and final report summary reviewed with PRF author(s) re: actions not completed:
XNBA PRF Steward
XNBA PRF Committee Co-Chair
PRF Steward Contact Information
PRF Committee Co-Chair Contact Information
Name: Name:
P. P.
C. C.
Email. Email.
PRFs to be advanced to the Union
P
age
| 37
PR
F FA
CIL
ITY
CLO
SIN
G T
OO
L
W
orks
ite N
ame:
D
ate:
The
PRF
will
not
be
adva
nced
be
caus
e....
PRF
was
re
solv
ed
at...
Filin
g th
e PR
F re
sulte
d in
...
B
CN
U F
ile
Num
ber
Dat
e of
PR
F
PRF
Aut
hor(
s)
Uni
t D
iscu
ssio
n /
Act
ions
A
risin
g D
ate
clos
ed
Res
ult
Clo
sing
Le
vel
Out
com
e Ty
pe 1
O
utco
me
Type
2
Out
com
e Ty
pe 3
Atta
chm
ents
(O
ptio
nal)
5-
666-
017.
160
28-
Dec
-11
Sha
wn
Sw
enso
n E
R
2-
Jan-
12
Res
olve
d Ex
clud
ed
Man
ager
Cha
nges
to
staf
fing
leve
ls,
Alli
ed
Hea
lth
Com
mun
icat
ion
impr
oved
5-
666-
017.
165
29-
Dec
-11
Ken
Ro
Med
ical
5-
666-
017.
170
30-
Dec
-11
Pau
l Kel
ly
OR
1-
Nov
-12
Res
olve
d SR
C
Com
mitt
ee
Equi
pmen
t pr
ovid
ed /
fixed
5-
666-
017.
173
31-
Dec
-11
Gal
an
Pet
ers
Psy
chia
try
(Acu
te)
5-
666-
017.
200
25-
Feb-
12
Kas
per
Ste
war
d P
sych
iatry
(A
cute
)
5-
666-
017.
140
8-A
pr-
11
Kas
per
Ste
war
d P
sych
iatry
(A
cute
)
5-
666-
017.
150
11-
Nov
-11
Sha
wn
Sw
enso
n E
R
2-
Jan-
12
Res
olve
d Ex
clud
ed
Man
ager
Cha
nges
to
staf
fing
leve
ls,
Alli
ed
Hea
lth
Com
mun
icat
ion
impr
oved
Inst
ruct
ions
:
1.
Ent
er in
form
atio
n un
der y
ello
w h
ighl
ight
ed a
reas
2.
To
ente
r inf
orm
atio
n, c
lick
on th
e ce
ll an
d a
drop
dow
n bo
x ar
row
will
app
ear.
Clic
k on
the
arro
w a
nd m
ake
your
sel
ectio
n.
3.
For
“out
com
es” y
ou c
an s
elec
t one
per
col
umn
(up
to 3
out
com
es).
NO
TE:
Eac
h w
orks
ite th
at h
as P
RFs
will
rece
ive
quar
terly
repo
rts re
ques
ting
your
PR
F st
atus
.
P
age
| 38
RES
ULT
Ab
ando
ned
CLO
SIN
G L
EVEL
U
nkno
wn
OU
TCO
ME
TYPE
C
hang
es m
ade
to p
hysi
cal u
nit
No
long
er e
mpl
oyed
at f
acilit
y
Excl
uded
Man
ager
Cha
nges
mad
e to
pro
gram
s / s
ervi
ces
offe
red
No
long
er w
orki
ng in
uni
t/are
a
PRF
Com
mitt
ee
C
hang
es to
sta
ffing
leve
ls, A
llied
Hea
lth
Res
olve
d
SRC
Com
mitt
ee
C
hang
es to
sta
ffing
leve
ls, N
ursi
ng
With
draw
n
Cha
nges
to s
taffi
ng le
vels
, Sup
port
Serv
ices
Com
mun
icat
ion
impr
oved
Educ
atio
n pr
ovid
ed
Equi
pmen
t pro
vide
d / f
ixed
Incr
ease
d av
aila
bilit
y of
Cas
uals
Patie
nt A
cuity
tool
dev
elop
ed /
impl
emen
ted
Patie
nt A
ssig
nmen
t too
l dev
elop
ed /
impl
emen
ted
Polic
ies
or P
roce
dure
s ch
ange
d / d
evel
oped
Rot
atio
n ch
ange
Unk
now
n
Wor
kloa
d m
easu
rem
ent t
ool d
evel
oped
/ im
plem
ente
d
Page | 39
Page | 40
Page | 41
Professional Responsibility | PRF NBA TOOLKIT
Related Documents
