Authorising and preparing to use a PGD

Authorising a PGD

Consider the local processes which are relevant to the service and the organisation for the authorisation of PGDs. Local arrangements will vary.

Organisational authorisation

Different authorising organisations may have different processes and policies for PGDs. Ensure:

• all the signatories (SPS page) (clinical and organisational) are ready to sign
• that the signatories know why they are signing and understand their roles and responsibilities (SPS page).
• any electronic systems used are robust (see Electronic record systems and Patient Group Directions (SPS page))

If the process involves an independent healthcare provider commissioned to provide NHS or public health services (SPS page), check which organisation is responsible for the organisational authorisation of PGDs before development begins.

All PGDs must pass through appropriate level organisational governance before the authorising signature is added. A PGD can only legally be used once the authorising signature is added; this shows the organisation has authorised the PGD for use within the stated service/s.

Preparing to use a PGD

Document management

Plan ahead and confirm who will ensure management of document and version control of approved PGDs (SPS page) and practitioner authorisation records. This is likely to involve more than one post holder.

Identify the people who will be responsible for the following:

• the management of authorised PGD documents within the organisation as a whole and at service level (these may not be the responsibility of the same person, department or organisation, and there should be close liaison to ensure good governance)
• keeping a list of authorised PGDs that are in use in the organisation with dates for review/expiry (Care Quality Commission (CQC) will expect to see this during inspections)
• keeping a list of authorised PGDs which are in use in a particular service
• organising removal of any old versions of PGDs from clinic areas and intranets so that only the most recent version can be accessed
• undertaking or organising the training and competency assessment of individual practitioners, including completion and retention of records.

Training

Ensure the relevant training is completed so that practitioners can be assessed for competency to use the PGDs. This can be provided locally or via national resources.

• Remember that a registered healthcare professional who is undergoing competency training should not be authorised to use PGDs, where this competency is a requirement for PGD use. See Use of PGDs by trainee registered healthcare professionals (SPS page).

Practitioner authorisation

A senior person should be responsible for ensuring that only fully competent, qualified and trained healthcare professionals are authorised to use the most recently approved version of the PGD.

Authorised healthcare professionals working under PGDs should understand their legal and professional responsibilities before they use PGDs.

Practitioner authorisation records must be retained and be accessible for review on request (e.g. by the CQC during inspections).

Communication

Identify who will be responsible for communicating to:

• the service or provider that the PGD has been authorised and is available for use
• individual practitioners that the PGD has been authorised and can be used (including plans for the individual practitioners to undertake any relevant training and obtain authorisation to work under the PGD if this hasn’t been arranged prior to PGD authorisation).

Plan how these elements of communication will happen, who is responsible for them and when they will need to happen.

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