Making a Complaint: Finance and Resources or Facilities
Guidance on how to raise a concern or make a complaint about the Finance and Resources/Facilities Team provided by Kirkwood Hospice.
At Kirkwood Hospice we always aim to provide high standards of care and services across the whole organisation. The views of our service users and visitors are important to us and help us to ensure that we providing a quality services which also align with our values. If you are unhappy with any of our support services it is important that you let us know.
Finance and Resources include:
- Information Technology (including Data Protection and Information handling)
- Human Resources
If a complaint alerts us to possible abuse or neglect we will take action in accordance with the Kirkwood Hospice Safeguarding policy.
The purpose of this document is to provide a clear process for advising anyone who wishes to raise a concern or make a complaint about our support services and to set out the action that will be taken to ensure that your concerns or complaints are investigated and dealt with in an open, sensitive, transparent, timely and confidential manner.
3. Making a suggestion
Often people feel more comfortable about suggesting improvements rather than complaining formally. We welcome suggestions from anyone receiving our services which include their friends and family.
In the first instance you should speak to the Manager or Deputy of the department you are (or had) been using who will be very receptive to your suggestions. They in turn will inform the relevant Finance and Resources Manager of the suggestions received.
Alternatively Kirkwood Hospice has a range of methods for collecting feedback, or suggestions from service users and visitors for example there are suggestion cards in all clinical areas. We also collect feedback using I PAD’s on the In- patient unit, Support and Therapy Unit and Reception areas. If your suggestion is something that affects the whole organisation then either write to us by letter/email or telephone, our contact details are below.
The Registered Manager
21 Albany Road
Telephone: 01484 557900
4. Raising a concern
A ‘concern’ is defined as any issue which whilst supporting, or being asked to support Kirkwood has caused concern and when raised with the Kirkwood representative the issue is resolved satisfactorily at the time it was brought to their attention, or within a maximum of 5 working days.
You can raise a concern:
- In person
- By telephone
- In writing
You can raise a concern with any Kirkwood Hospice employee or volunteer at any time, they will listen carefully and record your concern, they will always deal with you sensitively and in confidence and will ensure that your concern is passed to the appropriate person within the Finance & Resources Department, who will then take the necessary action including contacting you about your concern and the action they have taken or intend to take.
If your concern is not resolved satisfactorily it will be then treated as a complaint.
5. Making a complaint
We aim to handle complaints quickly, effectively and in a fair and honest way. We take all complaints seriously and use valuable information from investigating them to help us improve the services we provide.
All complaints are treated in confidence, Kirkwood Hospice seeks to assure service users and their families that it will not withdraw or reduce services because someone makes a complaint in good faith.
All complaints are treated sensitively and taken seriously and can be made:
- In person
- By telephone
- By email
- In writing
- Through social media
With complaints made via our social media platforms, Facebook and Twitter, which are regularly and frequently monitored, an acknowledgement will be posted on the relevant platform by the Media and Marketing Team. This acknowledgement will include a request to contact Kirkwood Hospice offline in order to agree your preferred form of future communication. This information will then be forwarded onto the relevant Manager. If out of normal office hours this will happen on the next working day.
Where someone complains orally we will make a written record and provide a copy of it within 5 working days by letter or by email
Following an acknowledgement we will contact you no later than 20 working days to respond to your complaint. If there are likely to be any delays with our investigation, we will contact you as soon as possible to explain why.
6. Anonymous complaints
We deal with anonymous complaints under the same procedure; however it is better if you can provide contact details as we may need additional information from you and also we can tell you about the outcome of our investigations.
The Chief Executive Officer for Kirkwood Hospice has overall responsibility for dealing with all complaints made about any of our services.
We will provide as far as is reasonably practical any help you need to understand the complaints procedure; or advice on where you may get that help.
The Director of Finance & Resources is responsible for dealing with Finance and Resources service complaints but may ask another member of the Finance and Resources Team to investigate the complaint. That person will have enough seniority and experience to deal with the issues outlined in your complaint and will act as your Complaints Investigator.
The Complaints Investigator will:
- Acknowledge your complaint within 5 working days
- Give you their name and contact details and ask you how you wish to be contacted and may offer to meet with you to discuss your complaint
- Treat you with courtesy and respect
- Keep you informed about the progress of the investigation
- Aim to have the complaint finalised within 20 working days or if this isn’t possible agrees a different time scale with you
- Inform you when the investigation is completed, and may arrange to meet with you to discuss the outcome, and write to you with details of the findings
- Tell you about any action that has been or is planned to be taken and set out proposals to resolve your complaint
- Will keep your information confidential
8. Time limits
You should make a complaint as soon as you can after the date on which the event occurred or came to your notice. If you complain more than twelve months later, we may not be able to investigate properly. But we shall also consider whether you had good reason for not making the complaint sooner and whether, despite the delay, it is still possible to investigate the complaint effectively and fairly.
9. Further steps
At any stage during the process, if you are not happy with the way the Kirkwood is dealing with your complaint you can contact the Chief Executive Officer at our address in section 3.
10. Appeals Process
Once we have dealt with your complaint, if you are not happy with the result you can write to the Chair of Trustees at the above address within 10 working days of receipt of the letter informing you of the outcome of the investigation.
If after due consideration the Chair of Trustees decides that a secondary investigation is warranted you will be informed in writing within a further 10 working days.
A different Complaints Investigator will be allocated to your case and a second investigation commenced.
If after due consideration the Chair of Trustees decides that no further action is to be taken the complaint is closed and the outcome recorded.
If you have reached the final stage of Kirkwood’s complaints procedure and still believe we haven’t resolved your complaint satisfactorily, you can contact one of our regulators:
After going through the appeals process if you remain dissatisfied with the response to your complaint, you have the option to request an independent review of your complaint and how it was dealt with by Kirkwood Hospice from the appropriate regulator as follows:
102 Petty France
Telephone: 0300 066 9197
Health and Safety Executive
Telephone: 0300 003 1647
Information Commissioners Office
Telephone: 0303 123 1113
Need clinical advice?
Call our advice line on:
24 hrs a day