This policy sets out how Sketty & Killay Surgeries will offer and use chaperones to safeguard patients and clinicians during consultations, examinations, investigations and procedures, especially intimate examinations.

It applies to all clinicians and non-clinical staff, all patients, including adults and children, and all settings where care is delivered by the practice.

Clinicians should consider whether an intimate or personal examination is justified, or whether the nature of the consultation could pose a risk of misunderstanding.

• The clinician should give the patient a clear explanation of what the examination will involve.
• Staff should always adopt a professional and considerate manner.
• Humour should be used carefully, as it can be misinterpreted in a nervous situation.
• Patients must be given adequate privacy to undress and dress.
• A suitable sign should be clearly displayed in each consulting or treatment room offering the chaperone service.
• Privacy, dignity, cultural and religious considerations, and language needs must be respected at all times.

• Reception and clinical staff will inform patients that a chaperone is available when booking, on arrival and again before examination.
• If a patient requests a particular chaperone gender, the practice will accommodate this where practicable or rebook if clinically appropriate.

• The chaperone should only be present for the examination itself.
• Most discussion with the patient should take place while the chaperone is not present.
• Patients should be reassured that all practice staff understand their responsibility not to share confidential information.

• That a chaperone was offered and accepted or declined.
• The name and role of the chaperone, if present.
• A brief description of the examination and any issues or concerns raised.
• If a patient declines and the clinician proceeds, the reason must be documented.
• If the clinician considers a chaperone essential and none is available, the examination should be deferred unless urgent.
• The chaperone must also add a clinical note confirming they acted as a chaperone, including the clinician’s name.

• For patients under 16, a parent, guardian or appropriate adult should normally be present.
• A formal chaperone should still be offered and provided where appropriate.
• For competent young people who do not want a parent present, a chaperone should be offered and the decision recorded.
• For adults at risk, or where capacity is in question, a chaperone will normally be offered as standard.

• The patient will be offered the option to wait until a trained chaperone becomes available or to rebook with a chaperone present, unless the examination is urgent.
• If the clinician considers a chaperone essential for safety and none is available, the examination should be deferred unless urgent.
• The decision must be documented.

• For home visits or settings without other staff present, clinicians should consider risk and arrange for a chaperone where practicable.
• Clinicians should modify or defer intimate examinations if safe to do so.
• For remote consultations, examinations requiring physical contact should not be performed remotely.
• If sensitive discussions occur remotely, clinicians should consider offering a chaperone present on site with the patient where feasible.

Chaperones must maintain confidentiality at all times. Information will be recorded in line with data protection law and practice policies.

There are times when, because of past events and the history of the patient, a clinician may want a chaperone in the consultation.

The patient needs to be consulted and a chaperone should attend for the duration of the consultation. At the end of the consultation, the chaperone should make an entry into the patient’s record.