Ministerial Accountability Board: progress report - September 2025
Information collected for the September meeting of the Ministerial Accountability Board reporting on the progress made towards the completion of the various recommendations and commitments being monitored by the board. It is based on information from Scottish Government, NHS Forth Valley and the Scottish Prison Service.
6. Theme: Information Sharing
Recommendation 7 (Katie & William FAI): Put in place a system to ensure that all written information and documentation available to a court at time of remanding a young person is passed to SPS with that young person on admission.
RAG Ratings:
June - Amber-Green - September - Amber-Red
Progress:
- Ongoing:
- Discussions with prison policy colleagues and defence agents ongoing to assess any potential gaps or opportunities for strengthening current information gathering.
- Draft of first report underway and this will need to be finalised with partners.
Recommendation 8 (Katie & William FAI): Introduce a secure electronic portal for suicide risk information to be shared and accessible by prison staff.
RAG Ratings:
June - Amber-Green - September - Amber-Green
Progress:
- Planned:
- Due to the impacts of the Bail and Release from Custody (Scotland) Act 2023 and the Prisoners (Early Release) (Scotland) Act 2025 on SPS’ IT systems, which are being updated and tested during 2025, we expect it will be 2026 when SPS take this recommendation forward.
- Ongoing:
- Communication has been issued to social work, medical staff and third sector organisations so they are clear how to directly raise a concern about an individual in our care with Polmont. Systems are in place in Polmont which alert the FLM or nightshift manager to any such information or concerns.
Recommendation 11 (Katie & William FAI): Review guidance and training for information sharing between SPS and FVHB relating to suicide risk.
RAG Ratings:
June - Amber-Green - September - Amber-Green
Progress:
- Complete:
- Training reviewed and to be undertaken annually by all staff.
- Information sharing and professional boundaries training included in all staff inductions (to be completed within 3 months)
- Ongoing:
- A further review on the National Sharing Agreement between SPS and NHS has been conducted and is due for final sign off shortly.
Recommendation 12 (Katie & William FAI): FVHB should implement a system for sharing and acting on mental health referral information.
RAG Ratings:
June - Blue - September - Blue
Progress:
- Complete:
- System reviewed and referral forms now sent directly to and triaged daily in admitting prisons (Stirling & Polmont) by a band 6 RMN. Standard Operating Procedure well established and shared with all staff.
- Where indicated, prisoners will be seen within 24 hours and full assessment undertaken which will include a documented risk assessment/care plan
- If placed on Talk to Me (TTM), a transitional care plan will be developed in collaboration with SPS staff.
Recommendation 13 (Katie & William FAI): FVHB should provide further training to prison staff on accurate record keeping and the 'VISION' system.
RAG Ratings:
June - Blue - September - Blue
Progress:
- Complete:
- Required documentation strengthened in line with NMC record keeping standards with regular audits undertaken and results highlighted during team meetings as well as 1:1 supervision sessions.
- All staff orientated to Vision system during staff induction, admin manager is available for one to one sessions and further mentoring. eLearning for Care Partner mandatory.
- Redesign of staffing resources was undertaken to create additional senior posts, from one Band 7 to two Band 7’s per prison.
- Care assurance visits occur quarterly which includes evidencing the quality and standard of documentation.