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					TYPE OF POLICY   Mental Health Act 1983, Code of Practice



NAME OF POLICY   Receipt and Scrutiny



DISTRIBUTION     Trust Wide



HOW TO ACCESS    Website/Policy Manual



ISSUED           June 2004



NEXT REVIEW      May 2006



APPROVED BY      Mental Health Act Committee
RECEIPT AND SCRUTINY POLICY


1.0   INTRODUCTION

      Receipt and Scrutiny is the procedure of checking that the section
      papers for patients who are to be detained under the Mental
      Health Act 1983 are in the correct legal form. When this process
      has been completed and the section papers are completed
      accurately they can be received by an officer authorised by the
      “Hospital Managers”.

      For the purpose of the Mental Health Act 1983 the “Hospital
      Managers” are the “Trust Board” These are the Directors and Non
      Executive Directors who are appointed to administer the Mental Health
      Act on behalf of the Trust. It is the Hospital Manager’s duty to ensure
      that the grounds for admitting the patient are valid and that all relevant
      Section Papers are in order. Section Papers in their correct form
      provide the legal authority to detain.

2.    GUIDELINES.

2.1   “Hospital Managers” have the authority to detain patients admitted
      under the Mental Health Act 1983. They have the key responsibility for
      ensuring that the requirements of the Act are followed. (Code of
      Practice paragraph 22.2)

2.2   The Hospital Managers can formally delegate their duties to
      receive and scrutinise Section Papers to staff within the Trust.
      This duty is generally delegated to first level nurses. Any person to
      whom the responsibility is delegated must be competent to make such
      a judgement, and to identify any error in the documents, which may
      require rectification. (Code of Practice paragraph 22.7). The section
      papers required to detain a person under the Mental Health Act
      1983 are “Medical Recommendation” “Application by Approved
      Social Worker” or “Nearest Relative” and the “Record of receipt of
      medical recommendations”(form 14). The Section Papers, which
      will be required, will be determined by which Section is applied.

2.3   All staff who are delegated to accept Section papers on behalf of the
      Hospital Managers, must have attended the receipt and scrutiny
      training.

2.4   When the patient is being admitted on the application of an Approved
      Social Worker the member of staff “receiving” the admission
      documents should check their accuracy with the Approved Social
      Worker.

2.5   All delegated staff must use the checklists provided to detect errors,
      which can and cannot be rectified at a later stage in the procedure.


                                      1
      Section 15 Mental Health Act 1983 provides for rectifiable errors
      to be amended by the person completing the form, within the
      period of 14 days beginning with the date the patient is admitted
      to hospital. (see appendices)

2.6   If an error is detected which would invalidate the admission documents,
      assistance should be sought from the Approved Social Worker, the
      Mental Health Act administration staff or the On Call Manager,
      immediately. If this does occur the patient should be held under
      common law until the section is completed in the legal form required for
      detention under the Mental Health Act 1983.

3.0   PROCEDURE

3.1   On receiving the Section Papers the appropriate checklist should be
      completed by the member of staff authorised to receive papers on
      behalf of the Hospital Managers. Any errors, which can be amended,
      must only be done so by the person completing the Section Paper. All
      amendments must be initialled and dated.

3.2   If the documents are completed accurately the member of staff
      receiving them must complete Form 14 (record of receipt of medical
      recommendation(s) and formal admission to hospital).

3.3   In the event that the Section Papers are not valid the Mental
      Health Act administration must be contacted immediately. If this
      occurs out of office hours assistance should be sought from the
      Approved Social Worker to contact the doctor who has completed
      the form incorrectly.

3.4   When the procedure is completed copies of the Section Papers and the
      checklist must be sent to the Mental Health Act administration on the
      next working day.

3.5   Original Section Papers must not be sent through the internal mail
      system.




                                      2
            South West Yorkshire Mental health NHS Trust

                  Mental Health / Learning Disabilities

                 ADMISSION FOR ASSESSMENT

                           Section 2 – CHECKLIST


PATIENT’S NAME: ____________________________________________
WARD:           ____________________________________________

FOR ALL DOCUMENTS

1.     a)      Is the Patient’s Correct name and address the same
               on all documents?                                        YES/NO


APPLICATION

2.     *a)     Is there an Application on Form 1 or Form 2?             YES/NO

       *b)     If the Application is on Form 1, has it been signed      YES/NO
               and dated by the nearest relative?
               or
               If the Application is on Form 2, has it been signed      YES/NO
               and dated by an Approved Social Worker?

       *c)     Is the date on which the Applicant last saw the
               patient within 14 days of the date of the Application?   YES/NO




MEDICAL RECOMMENDATIONS

3.   *a)    Have 2 Medical Recommendations now been received,           YES/NO
            either one Form 3 or two Form 4’s?

     *b)    Have both Medical Recommendations been signed by            YES/NO
            the two doctors?

     *c)    Are the dates of the medical examinations by the two
            doctors the same or not more than 5 days apart?             YES/NO




                                       3
     d)    Is one of the Medical Recommendations signed by a           YES/NO
           doctor previously acquainted with the patient?

     e)    If NO, has the paragraph set aside on Form 2 been           YES/NO
           completed, explaining why this is not so?

     *f)   Is one of the Medical Recommendations signed by a           YES/NO
           doctor approved for the purpose of Section 12 of the
           Act?

     *g)   Are the dates of signature on both Medical                  YES/NO
           Recommendations on or before the date of the
           Application on Form 1or 2?

     h)    Is the date of admission on Form 14 within 14 days of       YES/NO
           the later Medical Recommendations?

     i)    Do the Medical Recommendations state why informal           YES/NO
           admission is not appropriate?




4.         Has Form 14, the Record of Admission been fully             YES/NO
           completed and signed?


FOR ALL DOCUMENTS

6.   a)    Are all alternatives/options deleted?                       YES/NO

     b)    Is handwriting legible?                                     YES/NO

7.         Has the patient been informed of his/her legal status and YES/NO
           rights and been issued with Leaflet 6?

8.         Does the patient want his/her nearest relative to be sent   YES/NO
           a copy of the rights leaflet?




                                        4
PLEASE NOTE

Ensure that ALL forms mentioned have been completed.

* Indicates non-rectifiable errors.


If the answer to questions marked * is NO, the documents must be declared
invalid and there is no authority to detain the patient. New forms will have to
be provided.

For all other questions where the answer is NO, arrangements may be made
by Mental Health Act staff for the documents to be amended by the person
originally completing them.

Any amendments are to be made within 14 days of the documents were
originally completed.




        TO BE COMPLETED AT THE MENTAL HEALTH ACT OFFICE



Checked by: ________________________________ Paperwork valid/invalid
                                            (If invalid, please
record
                                             who informed and date)

Date:          _________________________________



Date Leaflet issued to nearest relative: ____________________________




                                       5
            South West Yorkshire Mental health NHS Trust

                          Mental Health Services

                  ADMISSION FOR TREATMENT

                           Section 3 – CHECKLIST


PATIENT’S NAME: ____________________________________________
WARD:           ____________________________________________

FOR ALL DOCUMENTS

1.     a)      Is the Patient’s Correct name and address the same
               on all documents?                                        YES/NO


APPLICATION

2.     *a)     Is there an Application on Form 8 or Form 9?             YES/NO

       *b)     If the Application is on Form 8, has it been signed      YES/NO
               and dated by the nearest relative?
               or
               If the Application is on Form 9, has it been signed      YES/NO
               and dated by an Approved Social Worker?

       *c)     Is the date on which the Applicant last saw the
               patient within 14 days of the date of the Application?   YES/NO




MEDICAL RECOMMENDATIONS

3.   *a)    Have 2 Medical Recommendations now been received,           YES/NO
            either one Form 10 or two Form 11’s?

     *b)    Have both Medical Recommendations been signed by            YES/NO
            the two doctors?

     *c)    Are the dates of the medical examinations by the two
            doctors the same or not more than 5 days apart?             YES/NO




                                       6
     d)    Is one of the Medical Recommendations signed by a            YES/NO
           doctor previously acquainted with the patient?

     e)    If NO, has the paragraph set aside on Form 9 been            YES/NO
           completed, explaining why this is not so?

     *f)   Is one of the Medical Recommendations signed by a            YES/NO
           doctor approved for the purpose of Section 12 of the
           Act?

     *g)   Are the dates of signature on both Medical                   YES/NO
           Recommendations on or before the date of the
           Application on Form 8 or 9?

     h)    Is the date of admission on Form 14 within 14 days of        YES/NO
           the later Medical Recommendation?

     i)    Do the Medical Recommendations state why informal            YES/NO
           admission is not appropriate?
     j)    Is the patient stated to be suffering from one of the        YES/NO
           following: Mental Illness, Psychopathic Disorder, Mental
           Impairment or Severe Mental Impairment?

     k)    Is there a clinical description of the patient’s mental      YES/NO
           disorder or, in the case of Mental Illness, is the form of
           illness named?

     *l)   Does the form of mental disorder agree with the medical      YES/NO
           recommendation(s) (Forms 10/11) and with the
           Application Form 9 (if applicable)?

4.         Has Form 14, the Record of Admission been fully              YES/NO
           completed and signed?


FOR ALL DOCUMENTS

6.   a)    Are all alternatives/options deleted?                        YES/NO

     b)    Is handwriting legible?                                      YES/NO

7.         Has the patient been informed of his/her legal status and YES/NO
           rights and been issued with Leaflet 7?

8.         Does the patient want his/her nearest relative to be sent    YES/NO
           a copy of the rights leaflet?




                                         7
PLEASE NOTE

Ensure that ALL forms mentioned have been completed.

* Indicates non-rectifiable errors.


If the answer to questions marked * is NO, the documents must be declared
invalid and there is no authority to detain the patient. New forms will have to
be provided.

For all other questions where the answer is NO, arrangements may be made
by Mental Health Act staff for the documents to be amended by the person
originally completing them.

Any amendments are to be made within 14 days of the documents were
originally completed.




        TO BE COMPLETED AT THE MENTAL HEALTH ACT OFFICE



Checked by: ________________________________ Paperwork valid/invalid
                                            (If invalid, please
record
                                             who informed and date)

Date:          _________________________________



Date Leaflet issued to nearest relative: ____________________________


                                       8
            South West Yorkshire Mental Health NHS Trust

                            Mental Health Services

                    APPLICATION FOR TREATMENT

                              Section 4 – CHECKLIST


PATIENT’S NAME: ____________________________________________
WARD:           ____________________________________________

FOR ALL DOCUMENTS

1.        a)      Is the Patient’s Correct name and address the same
                  on all documents?                                      YES/NO


APPLICATION

2.        *a)     Is there an Application on Form 5 or Form 6?           YES/NO

          *b)     If the Application is on Form 5, has it been signed    YES/NO
                  and dated by the nearest relative?
                  or
                  If the Application is on Form 6, has it been signed    YES/NO
                  and dated by an Approved Social Worker?

          *c)     Did the applicant see the patient within 24 hours
                  ending with the time of the Application?               YES/NO

          *d      Has admission taken place within 24 hours starting     YES/NO
                  with the time of the medical examination or with the
                  time of the application, whichever is earlier?


MEDICAL RECOMMENDATIONS

3.   *a)       Is there one Medical Recommendation on Form 7?            YES/NO

     b)        Is the Medical Recommendation signed by Doctor            YES/NO
               previously acquainted with a patient?

     c)        If NO, has the paragraph set aside on Form 6 been
               completed explaining why this is not so?                  YES/NO




                                          9
     *d)   Is the date of admission on Form 14 within 24 hours of      YES/NO
           the recommending doctor’s examination?

4.         Has Form 14, the Record of Admission been fully             YES/NO
           completed and signed?


FOR ALL DOCUMENTS

6.   a)    Are all alternatives/options deleted?                       YES/NO

     b)    Is handwriting legible?                                     YES/NO

7.         Has the patient been informed of his/her legal status and YES/NO
           rights and been issued with Leaflet 2?

8.         Does the patient want his/her nearest relative to be sent   YES/NO
           a copy of the rights leaflet?




                                       10
PLEASE NOTE

Ensure that ALL forms mentioned have been completed.

* Indicates non-rectifiable errors.


If the answer to questions marked * is NO, the documents must be declared
invalid and there is no authority to detain the patient. New forms will have to
be provided.

For all other questions where the answer is NO, arrangements may be made
by Mental Health Act staff for the documents to be amended by the person
originally completing them.

Any amendments are to be made within 14 days of the documents were
originally completed.




        TO BE COMPLETED AT THE MENTAL HEALTH ACT OFFICE



Checked by: ________________________________ Paperwork valid/invalid
                                            (If invalid, please
record
                                             who informed and date)

Date:          _________________________________



Date Leaflet issued to nearest relative: ____________________________


                                       11
               South West Yorkshire Mental health NHS Trust

                             Mental Health Services

APPLICATION IN RESPECT OF PATIENT IN HOSPITAL
         – DOCTORS HOLDING POWER

                              Section 5(2) – CHECKLIST


PATIENT’S NAME: ____________________________________________
WARD:           ____________________________________________

FOR ALL DOCUMENTS

1.        a)       Is the Patient’s Correct name the same on all
                   documents?                                              YES/NO


APPLICATION

2.        *a)      Is there an Application on Form 12?                     YES/NO

          *b)      If the Application is on Form 12, has it been signed    YES/NO
                   and dated by the doctor?


MEDICAL RECOMMENDATIONS

3.             Has form 14, the Record of Admission, been fully            YES/NO
               completed and signed?


FOR ALL DOCUMENTS

5.   a)        Are all alternatives/options deleted?                       YES/NO

     b)        Is handwriting legible?                                     YES/NO

6.             Has patient been informed of his/her legal status and       YES/NO
               rights and been issued with Leaflet 3?

7.             Does the patient want his/her nearest relative to be sent   YES/NO
               a copy of the rights leaflet?




                                           12
PLEASE NOTE

Ensure that ALL forms mentioned have been completed.

* Indicates non-rectifiable errors.


If the answer to questions marked * is NO, the documents must be declared
invalid and there is no authority to detain the patient. New forms will have to
be provided.

For all other questions where the answer is NO, arrangements may be made
by Mental Health Act staff for the documents to be amended by the person
originally completing them.

Any amendments are to be made within 14 days of the documents were
originally completed.




         TO BE COMPLETED AT THE MENTAL HEALTH ACT OFFICE



Checked by: ________________________________ Paperwork
valid/invalid
                                                        (If invalid, please
record
                                                        who informed and date)

Date:          _________________________________

Date Leaflet issued to nearest relative: ____________________________


                                       13
       South West Yorkshire Mental health NHS Trust

                      Mental Health Services

APPLICATION IN RESPECT OF PATIENT IN HOSPITAL
          – NURSES HOLDING POWER

                       Section 5(4) – CHECKLIST


PATIENT’S NAME: ____________________________________________
WARD:           ____________________________________________

FOR ALL DOCUMENTS

1.      Is the name and address of the Hospital completed?
                                                                   YES/NO

2.      Is the patient’s name correct on all the documents?        YES/NO

3.      Has the nurse applying the 5(4) completed their full       YES/NO
        name?

APPLICATION

4.      Is there a nurse report on Form 13?                        YES/NO

5.      *Has the form been signed and dated by the nurse?          YES/NO

FOR ALL DOCUMENTS

6.      Are all alternatives/options deleted?                      YES/NO

7.      Is handwriting legible?                                    YES/NO

8.      Has the patient been informed of his/her legal status and YES/NO
        rights and been issued with leaflet 1?

9.      Does the patient want his/her relative to be sent a copy   YES/NO
        of the rights


        FORM 16 MUST BE COMPLETED WHEN
        SECTION 5(4) IS TERMINATED.




                                    14
PLEASE NOTE

Ensure that ALL forms mentioned have been completed.

* Indicates non-rectifiable errors.


If the answer to questions marked * is NO, the documents must be declared
invalid and there is no authority to detain the patient. New forms will have to
be provided.

For all other questions where the answer is NO, arrangements may be made
by Mental Health Act staff for the documents to be amended by the person
originally completing them.

Any amendments are to be made within 14 days of the documents were
originally completed.




                                       15

				
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