Minutes of the Second Gathering of the Committee on Health & Safety

Read the minutes of the second gathering of the Committee on Health and Safety held on November 5, 2018, at Learning and Seminar Center. The meeting aimed to gather creative strategies to ensure patient safety. Find the agenda, supporting materials, and meeting arrangements in this document.

Institution
Title
Student Name
Date
Course Code
Name<2018> Page 1 of 11

Minutes of the second Gathering of the Committee on Health and Safety that was conducted in
room 11 of Learning and Seminar Center on the 5th of November 2018 at 11:00 am
Meeting Requirements Form
Chairperson Rounak Sanati
Department Health care safety department
Meeting name Health and Safety of employees
Meeting details
Date 5th of November 2018 am Time 11:00 am-2:00 pm
Location room 11 of Learning and Seminar Center
Meeting format
Purpose To gather the creative strategies for that would ensure patient safety
Agenda
Participants Internal
Rounak Sanati
Dr K Smith
Mr. Varey
Mr. Wilson Brooks
Mr. Goosling
Mr. Hacford
Professor J.W Smith
External
- Health safety expert
(Axe Consultants)
Speakers
- Mr. JW Hansell
Dr. K Groomsman
Mr. M Mitcheson
Action required By whom By when
Formulate budget for the meeting Mr. Varey 19/10/2018
Name<2018> Page 2 of 11

Prepare the room for the meeting Mr. Varey 20/10/2018
Identify the attendees Mr. Wilson Brooks 21/10/2018
Contact the external expert Mr. Goosling 21/10/2018
Create and disseminate the agenda Mr. Hacford 22/10/2018
Prepare all necessary documentations Mr. Hacford 25/10/2018
Communicate with the catering providers Professor J.W Smith 25/10/2018
Prepare materials and equipment for meeting Professor J.W Smith 25/10/2018
Inform the attendees concerning the required action
prior to the meeting
Rounak Sanati 25/10/2018
Prepare additional documentations Mr. Hacford 28/10/2018
Supporting materials
Pre-reading - Healthcare safety requirement
- Minutes from the previous meeting
Meeting documentation - Attendance sheet shall be kept including the terms and regulations of the
meeting. This sheet initiated by members would provide the roles of each
member in the conference.
Equipment requirements Computer, Slide presentation, Whiteboard, Handouts
Hospitality requirements
Name<2018> Page 3 of 11

Catering requirements - Afternoon tea
- Snacks
- Refreshers
Meeting arrangements Conference style
send meeting invitations 29/10/2018
dispatch the meeting
agenda and other
documentation
30/10/2018
Other requirements
Meeting Venue Room 11 of Learning and Seminar Centre
Other specified
requirements
The challenges of existing safety frameworks
Invitation letter
Dear all attendees,
Due to the need of the organization to improve patient safety , we need to come up with new strategies that
would ensure that all patients are well protected and taken care of .Below is the information of the meeting :
Meeting Name: Health and safety of the patients
Meeting Date and Time: 5th of November 2018 at 11:00 am
Location:
Meeting purpose: To come up with new strategies that would ensure that patients are protected.
Pre-reading document: Previous Minute of meeting
Agenda items:
- Report on current safety plans
- Discuss about the existing challenges
- The information about current situation from ACE Consultants
Name<2018> Page 4 of 11

- Discuss about the ideas of new strategy development
Regards,
Rounak Sanati
Chairman
Meeting Minutes
DATE: 5th of November 2018 MEETING
TITLE:
New health safety strategies for
patients
TIME: 11;00 am -2;00pm ATTENDEES:
- Mr. Varey
Mr. Wilson Brooks
Mr. Goosling
Mr. Hacford
Professor J.W Smith
LOCATION: Room 11
CHAIR: Rounak Sanati
MINUTE-
TAKER:
Mr. Goosling
Meeting agenda
DATE: 5/11/2018 MEETING
TITLE:
New health and safety strategies for
patients
TIME: 11;00 am -2;00pm ATTENDEES:
- Mr. Varey (Strategic manager)
Mr. Wilson Brooks( Strategy development team )
Mr. Goosling (strategy development team)
Mr. Hacford (strategy development team)
Professor J.W Smith (strategy development team)
- Market (ACE Consultant)
LOCATION: Room 11
CHAIR: Rounak Sanati
MINUTE-
TAKER:
Sarah Callis
Meeting minutes
DATE: 5/11/2018 M
E
E
New health and safety strategies for patients
TIME: 11;00 am -2;00pm ATTENDEES:
- ATTENDEES:
Mr. Varey (Strategic manager)
LOCATION: Room 11
Name<2018> Page 5 of 11

Mr. Wilson Brooks( Strategy development team )
Mr. Goosling (strategy development team)
Mr. Hacford (strategy development team)
Professor J.W Smith (strategy development team)
-Market (AxE Consultant)
CHAIR: Rounak Sanati
MINUTE-
TAKER:
Sarah Callis
Meeting preparation
PLEASE
Review :
Policies of the meeting
Previous Minute of meeting
PLEASE come
with:
Safety report
Meeting structure
IT
E
TOPIC PRESENTER DURATION
1 Open meeting Rounak Sanati 5 minutes
2 Objective of meeting Rounak Sanati 6 minutes
3 Apologies Rounak Sanati 6 minutes
4 Approve minutes of previous meeting Rounak Sanati 6 minutes
5 Agenda items
1 Safety report
- Safety Issues report from last year
Mr. Varey 15 mins
2 Safety channels
the most commonly used from last year
Mr. Wilson Brooks 20 minutes
3 BREAK 15 minutes
4 Discussion
- Discussing the problem
All attendees 35 minutes
5 LUNCH 45 minutes
6 Details about prevailing trends ACE Consultants 35 minutes
7 Discuss the idea of new strategies All attendees 30 minutes
Name<2018> Page 6 of 11

7 Any other business Interested parties 15 minutes
8 Arrange next meeting Rounak Sanati 10 minutes
9 Close meeting Rounak Sanati 5 minutes
Agenda
IT TOPIC PRESENT DURATION
1 Sales report
- Mr. Varey proposed that it was essential to address
issues that had remained unexplored by other
committees. Therefore, he proposed that milestones
should be set so as to occasionally review the progress
that has been made on projects. He noted that a primary
area that needed to be addressed by the Safety and
Health Committee revolved around the adoption of a
safety and health culture within
-
Mr. Varey 20 minutes
2 Safety channel
- a. It was essential to bring back the Auditing program
in the following meeting. The secretary agreed that she
would work with the Safety Director so that they could
set up a program for auditing purposes, and that would
be employed in future meetings (Iordache 2009) .
Mr. Wilson
Brooks
20 minutes
3 Discussion
- Method of communicating safety and health
messages since it helped to improve the culture of
safety in the institution. He said that the method had
proved to be highly suitable in other settings. The
Human Resource Manager suggested that the
committee members should rigorously publicize
award nominations. The names of nominated
persons should be presented to the committee by 30th
November (Carayon,et.al 2014).
All attendees 30 minutes
4 Details about the prevailing trends
- An observation was made that there are numerous
projects taking place within the institution. Therefore, to
ensure that safety concerns were all taken into
consideration, the management of these projects needed
to be clarified to the committee since failure in
managing projects would in most cases lead to increased
financial costs on the part for the institution, a trend
which needed to be curtailed.
ACE
Consultants
35 minutes
Name<2018> Page 7 of 11

5 - It was agreed that it was essential to hold four meetings
in the course of the first year so as to ensure that all
responsibilities that the committee has been given could
be discussed adequately. Further discussion on this issue
was set to take place in the next meeting.
All attendees 45 minutes
Any other business
TOPIC RAISED BY ACTION
New strategies Mr. Goosling Contact the consultant who can provide the best strategy of
development
New strategies Mr. Hacford Request approval from CEO about developing new
strategies
Next meeting
DATE: 02/12/2018 ATTENDEES:
ATTENDEES:
Mr. Varey (Strategic manager)
Mr. Wilson Brooks( Strategy development team )
Mr. Goosling (strategy development team)
Mr. Hacford (strategy development team)
Professor J.W Smith (strategy development team)
TIME: 10:30-15:30
LOCATION: Main office, Board
roomCHAIR: Rounak Sanati
MINU
TE-
TAK
ER:
Mr. Varey
Activities next meeting
ITEM TOPIC RESPONSIBLE DUE DATE
1 The committee members noted that the next meeting
would be conducted on the August 13th 2019 at 11:00
am
Rounak Sanati August 13th 2019
2 The committee secretary also noted that any future
meetings would always be starting at 11:00 am and
auditing of departmental reports would be carried out
first.
-
Rounak Sanati August 13th 2019
Name<2018> Page 8 of 11

Close meeting
.
Name<2018> Page 9 of 11

References
Iordache-Platis, M. and Josan, I., 2009. Communication Efficiency within Higher Education
Institutions: The Case of Romania. European Research Studies, 12(2).
Carayon, P., Wetterneck, T.B., Rivera-Rodriguez, A.J., Hundt, A.S., Hoonakker, P., Holden, R.
and Gurses, A.P., 2014. Human factors systems approach to healthcare quality and patient safety.
Applied ergonomics, 45(1), pp.14-25.
Appendix
Name<2018> Page 10 of 11

Informal Meeting Verification Form
Title of meeting Safety and Health Auditing
Location of meeting: room 11 of Learning and Seminar Center
Date of meeting: 5th of November 2018 at 11:00 am
To be signed by a meeting attendee:
Student’s name
Attendee’s signature:
Attendee’s name:
Name<2018> Page 11 of 11