Code of Conduct


HUMBER LOCAL PHARMACEUTICAL COMMITTEE

CODE OF CONDUCT AND ACCOUNTABILITY

OCTOBER 2013

Function of the Local Pharmaceutical Committee

Local Pharmaceutical Committees (LPCs) are bodies recognised under NHS legislation with a duty to represent the NHS pharmacy contractors in the LPC area.  The LPC is funded by the contractors it represents and is accountable to those contractors for the work that it does on their behalf and for the effective and economical use of LPC funds. High standards of corporate and personal conduct are a requirement for the LPC and its members and all aspects of the LPC’s operations must be open to critical scrutiny.  The LPC has to be consulted by the NHS England Area Team on all matters relating to the terms of service and contracts for community pharmacy.  The LPC Constitution states that the LPC must conduct its affairs in accordance with principles of good governance arrangements.

The LPC is here to represent the interests of community pharmacy contractors and to help and advise them on all NHS matters. Its primary aim is to accurately reflect and put forward the professional views and aspirations of all pharmacists engaged in community pharmacy that provide NHS pharmaceutical services in the Community Pharmacy Humber area; and to improve pharmaceutical services to the local population of these areas.

The LPC is involved in local negotiations for additional services such as out of hours services, medication reviews, supply of emergency hormonal contraception/sexual health services, health promotion, medicines management, weight management, NRT therapy services/smoking cessation, supervised consumption of medication, needle and syringe exchanges when local policy and funding allows.

The LPC believes that community pharmacists have a significant role to play in meeting local healthcare needs.  The Secretariat Officers and the Committee Members will actively pursue any issue that affects or is likely to impact on local pharmacy services.   The work and agenda of the committee will always be directed to protect and enhance the interests of contractors and the customers and patients they serve.

The following document sets out the standards of conduct, accountability and openness expected of the Secretariat Staff and members of the committee.  Its aim is to ensure that everyone understands the way they are expected to work.

All committee members, co-opted members and employees of the Humber Local Pharmaceutical Committee will be asked to sign a declaration confirming that they have read this code, understand it and agree to abide by it.

Conduct

In 1995 the Committee on Standards in Public Life formulated the Seven Principles of Public Life, which it recommended should be incorporated in the Codes of Conduct of all public bodies.  The Principles (known as the Nolan Principles – see Appendix A) are

Representativeness (Selflessness), Integrity, Objectivity, Accountability,

Openness, Honesty and Leadership

The success of the Committee depends on some extent on the adoption of these values so that they influence the behaviour of those who are involved in the organization.  The Committee works closely with the NHS; as a consequence of this its own values must reflect those of the public service values that are at the heart of the NHS.  Acceptance of the values should inform and govern the decisions and conduct of all committee members and staff.

Accountability

The LPC is accountable to the community pharmacy contractors.  The LPC members have a responsibility to set the strategic direction of the LPC, define its annual and longer-term objectives and agree plans to achieve them.  The work of the committee and individual members must be able to stand the test of public scrutiny, judgments on propriety and professional codes of conduct. If any contractor has concerns about governance, especially confidentiality and conflicts of interest, these can be raised with the Chairman.

The Officers of the Committee shall be the Chairman, Vice-Chairman and Chief Officer and Treasurer.  The LPC currently employ a Chief Officer and an administrator. The Strategy Implementation Pharmacist is self employed under a Service level Agreement.

The Management Executive of the Humber Local Pharmaceutical Committee shall comprise the Chairman, Vice-Chairman, Chief Officer and Treasurer.  The Chief Officer is directly accountable to the Management Executive for ensuring that the decisions of the Executive and Committee are implemented, that the organization works effectively and for the maintenance of proper financial stewardship. The Chief Officer directly manages the Strategy Implementation Pharmacist, Administrator/Treasurer and Administrator on behalf of the Committee.  In addition, the Chief Officer currently manages the seconded post of Professional Development Pharmacist.

The Management Executive is required to meet on a regular basis and is responsible for monitoring the executive management of the organization.

Whilst it is accepted that the Executive will from time to time make decisions before consulting the Committee, where time is of the essence, all such decisions will be referred to the Committee at its next meeting for ratification.   The Executive may authorize payments of up to £1000 on behalf of the LPC before ratification by the Committee.

Delegation of Powers

From time to time the Committee may delegate certain tasks to sub-groups or teams. Under these circumstances the nature and limits of such delegation will be minuted at a full LPC meeting.

The Role of the LPC Chair

  • To provide leadership to the Committee and to represent the Committee in meetings with Commissioning Board Area Teams, Clinical Commissioning Groups, Commissioning Support Groups, Local Authorities and other organisations as appropriate
  • To enable all committee members to make a full contribution to the committee’s affairs and ensure that the committee acts as a team
  • To ensure that new committee members are fully briefed on the terms of their membership and their rights and responsibilities including this Code
  • To ensure that key and appropriate issues are discussed by the Committee in a timely manner
  • To ensure that all committee members declare relevant interests and if requested withdraw from any relevant discussions
  • Working with the Chief Officer to ensure that the committee has adequate support and is provided efficiently with all the necessary data on which to base informed decisions
  • To appraise the performance of the Chief Officer
  • To lead or chair sub groups
  • To ensure that the Committee conducts its affairs in accordance with accepted principles of good governance, and that high standards of personal behaviour are maintained in the conduct of the business of the LPC
  • In consultation with the LPC Chief officer to appoint/nominate representatives to any committee or subcommittee on which pharmaceutical representation is required
  • To ensure transparency and equality of information and opportunity for all contractors in matters relating to the local purchasing of pharmaceutical services
  • To respond to any request for an inquiry by a contractor who believes that the LPC or an officer of the LPC has acted unconstitutionally by holding a meeting of the LPC to deal with the matter and to report to all contractors represented by the LPC

A complementary relationship between the Chair and the Chief Officer is paramount.  The Chief Officer should be allowed full scope within clearly defined delegated powers for action in fulfilling the decisions of the Committee and to ensure that there is effective dialogue between the LPC and the local health and social care community.

The role of the Chief Officer

  • To ensure systems are in place for effective management and organization of the Secretariat arrangements
  • To be responsible for the prudent and economical administration; for the avoidance of waste and extravagance and for the efficient and effective use of all the LPC resources
  • Ensure that the LPC has in place effective management systems that safeguard contractor’ funds
  • Ensure that the LPC achieve value for money from the resources available and appropriate advice is tendered to the LPC Committee members
  • To ensure that the committee members have access to the information, training and expert advice they need to exercise their responsibilities effectively
  • Be clear what decisions and information are appropriate to the Committee
  • Ensure that financial and other information is organized and presented succinctly and efficiently to ensure the Committee can fully undertake its responsibilities
  • To take accountability to the Committee for the transparency of LPC operations and communicating them to pharmacy contractors
  • Ensure an effective communications strategy is in place for both communication with members and the contractors
  • To work with the Chair to ensure that meetings are managed in an appropriate way in accordance with the Standing Orders (Appendix B)
  • To check the minutes of LPC meetings and associated meetings and to ensure that all pharmacy contractors are provided with relevant and timely information
  • Ensure that the LPC has a risk management process to ensure all significant risks and potential liabilities are addressed
  • Establish effective liaison and relationships with other organizations concerned with health and social care
  • Collaborate with the PSNC on all matters for the provision of pharmaceutical services in terms of local and/or national issues
  • Develop the role of the Secretariat in acting as a clearing house for information, as a collating point and as a network for members to minimize their individual isolation
  • Line manages the Administrator/Treasurer and Strategy Implementation Pharmacist and carries out annual appraisal of the roles.

Role of the LPC Treasurer

  • To assist the Chief Officer in ensuring effective financial stewardship
  • To act on the committees instructions to ensure there is a budgetary control system in place
    • To draw up a schedule of financial standing orders

Role of the Strategy Implementation Pharmacist

  • To project manage and assist in implementation of the LPC Strategic Plan working alongside the Chief Officer and LPC members / sub-groups
  • To act on LPC decisions at the direction of the LPC Chief Officer, LPC members or LPC sub-groups
  • To maintain records of the action plan and progress to achieve the LPC Strategic goals
  • To establish and maintain effective lines of communication and ensure all stakeholders are informed and up-to-date with progress on the LPC Strategic Plan and supported to achieve the goals
  • To work with community pharmacies and their staff to deliver the LPC Strategic goals. May involve visits to community pharmacies
  • To provide a monthly or bi-monthly reports (depending on the schedule of LPC meetings or the sub-committees) which is presented at each LPC meeting to inform the LPC and other stakeholders of activities/developments and produce an interim report circulated to members
  • To ensure that an annual summary report is prepared and made available to contractors on the goals of the LPC Strategic Plan on a yearly basis for publication in the LPC Annual Report
  • To respond to PSNC requests for information regarding the LPC Strategic Plan and update PSNC on local developments as necessary
  • To keep abreast of any primary care changes that are likely to affect the LPC Strategic Plan
  • To ensure that any primary care changes that are likely to affect the LPC Strategic Plan are brought to the attention of the LPC and advise on their impact
  • To raise the profile of community pharmacy by establishing and maintaining links to key partners and the media
  • To raise awareness and to promote any new opportunities for community pharmacy
  • To carry out other duties commensurate with the post as required or directed by the LPC and raise issues with the relevant sub-groups.
  • To promote community pharmacy as a quality based service committed to improving patient care
  • To keep up to date on professional developments and opportunities for promoting and developing community pharmacy services in the LPC area
  • To engage in dialogue within NHS Commissioning Board Area Teams, GP Consortia, Local Authority, Health & Wellbeing Boards and other relevant bodies as primary care changes
  • To liaise with Area Team, CCG, CSU etc officers, pharmaceutical advisers, PSNC and other organisations with which the LPC has dealings
  • To develop effective partnership working with the LMC and other primary care stakeholders
  • To promote training to develop the skills of the LPC in order that their duties can be carried out as efficiently and effectively as possible and provide honest feedback to sub-groups on quality and progress
  • To attend any workshops/events that may help to develop the LPC Strategy
  • To attend national/local conference that may develop/promote the LPC Strategy and share good practice

Role of the LPC Committee Members

  • To support the work of the LPC Management Executive
  • To commit to working together effectively as a team in order to get things right first time, saving time and effort
  • Take on tasks for the LPC where these tasks are allocated in ways which build on the interests and expertise of individual members in order to maximize expert input on key issues and report back when requested
    • To recognize and adhere reporting procedures put in place by the LPC and the Management Executive and to submit activity reports in a timely way
    • To prepare for meetings by familiarizing yourself with the Chief Officers Report and papers

Declaration of Interests

It is a requirement that all committee members, officers and staff declare any conflict of interest that arises in the course of conducting committee business.  There is also a register, available to the public, of the committee members’ interests.  Members will be asked to declare their interests on appointment (Appendix C) and to inform the committee of any changes to their register entries as and when they occur.

Conflict of interest

LPC members, officers and staff are required to act in the best interests of the pharmacy contractors they serve and not for personal gain.

Openness

There should be sufficient transparency about the committee activities to promote confidence between the LPC, the community pharmacy contractors it represents, its staff, patients, and the public, health and social care organizations it deals with.  Reports from meetings will ensure that the reasons and results of discussions held are reported in an open way, although the content of the discussions will remain confidential to the committee members.

The Chief Officer will ensure that:

  • There will be an annual general meeting for which the agenda papers accounts and annual report will be made available to contractors at least seven days in advance of the meeting.  Provision must be made for questions and comments to be put by contractors to the committee at the meeting.
  • An annual report will be published describing the committee’s performance over the previous year, including details of any remuneration and expenses
    • Audited annual accounts will be available

Confidentiality

LPC members at times may be privy to information that should be treated in the strictest confidence and not discussed outside of meetings. Members will be asked to sign Confidentiality Agreements on appointment (Appendix E). The Chief Officer, Strategy Implementation Pharmacist, Treasurer/administrator and Administrator will also sign confidentiality agreements on appointment. (Appendices F & G)

Employee Relations

The Management Executive must comply with employment legislation and guidance, respect agreements entered into by themselves or on their behalf and establish terms and conditions of service that are fair to the staff and represent good value for money.