CITY CERNTRE MEDICAL
Version Date: January 2026
 

1. Purpose of Policy

 

The purpose of this policy is to ensure open, honest, and transparent action when an unexpected or unintended incident occurs that results in harm or death, in line with:

• Health (Tobacco, Nicotine etc. and Care) (Scotland) Act 2016

• Duty of Candour Procedure (Scotland) Regulations 2018

 

City Centre Medical is committed to following a formalised procedure whenever such incidents are identified, ensuring patients, families, and staff are supported and informed.

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2. Policy Statement and Aims

 

As an independent healthcare provider, City Centre Medical is responsible for implementing a Duty of Candour process in circumstances where a procedure or treatment has resulted in an incident that, if untreated, could lead to one or more of the following:

• Death of a person

• Shortening of life expectancy

• An increase in the patient’s treatment plan

• Permanent impairment of sensory, motor, or intellectual functions lasting (or likely to last) at least 28 days

• Structural changes to the patient’s body

• Prolonged pain or psychological harm lasting (or likely to last) at least 28 days

 

The aim of this policy is to ensure patients and families are treated with transparency, honesty, and compassion while maintaining a culture of learning and safety within the clinic.

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3. The Duty of Candour Process

 

City Centre Medical will implement the following key stages:

1. Immediate Notification – Inform the patient, or where appropriate their family/representative, as soon as the incident is identified.

2. Apology – Offer a clear and sincere apology for the incident.

3. Investigation – Conduct a review of the circumstances, including interviews with staff involved and affected.

4. Face-to-Face Meeting – Offer a meeting with the patient/family as appropriate to discuss the incident.

5. Transparency – Be open and honest about medical interventions, treatments, risks, and aftercare.

6. Timely Information – Provide prompt information if treatment does not go as planned.

7. Senior Intervention – Offer escalation to senior clinical staff in the event of a medical emergency.

8. Support & Aftercare – Provide ongoing support to patients and families, as required.

9. Staff Support – Ensure staff involved in reporting or managing the incident are adequately supported.

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4. Monitoring and Reporting

 

City Centre Medical is committed to reviewing incidents to minimise future risks and promote continuous improvement:

• Significant Event Analysis (SEA) – All incidents will undergo an SEA to identify causes and   preventative measures.

• Regulatory Reporting – Healthcare Improvement Scotland will be notified as required for  reportable events.

• Annual Reporting – An annual Duty of Candour report will be published, summarising adverse events and actions taken.

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5. Review and Compliance

 

This policy is reviewed regularly to ensure alignment with Scottish legislation, HIS guidance, and professional regulatory standards. Staff are trained on their responsibilities under this policy to ensure patient safety, transparency, and a culture of candour.