Trauma Risk Incident Management (TRiM) Privacy Notice

What is TRiM?

As part of our commitment to supporting staff wellbeing, the Trust are piloting a programme called ‘TRiM’ (Trauma Risk Incident Management). 

TRiM is not counselling or therapy. Instead, it ensures an evidence based, routine, rapid response to support staff wellbeing following a serious, critical or potentially traumatic incident. TRiM is a peer support offer provided by trained TRiM Practitioners and TRiM Managers employed within the Trust.

TRiM has a sole focus on staff welfare. It does not form part of any formal investigation or review process. Participation in TRiM is entirely voluntary. You do not have to take part if you don’t wish to and you have the right to withdraw at any time.

There are three parts to the TRiM Process:

1. A TRiM Planning Meeting: This will usually be held in the first 24hrs following in incident. It will include a TRiM Manager, key Trust senior leaders &/or other key managers with knowledge of the incident. During this meeting, all Trust colleagues who have potentially been impacted by this event will be identified.

2. TRiM Incident Briefing (TIB): Trust colleagues (at all levels and roles in the organisation) identified through the Planning Meeting will be invited to attend a TIB (usually within 3 days of the incident). The TIB will usually be chaired by a TRiM Manager and a Trust Senior Leader and will last around 1 hour. They will usually take place face to face, but a Teams dial in may be an option for some colleagues. The TIB has 2 aims:

a) to provide colleagues with a brief factual account of the incident.

b) to talk through some typical reactions and responses people may feel after an event like this, some things to look out for, the importance of supporting each other and to make sure colleagues are aware of different avenues of support available should they feel they need it.  

3. WellBeing Screening:  Following the TIB, some colleagues will be offered the opportunity to take part in a further 1:1 or group wellbeing screening at a time to suit them (usually around 7 days from the incident). Not all colleagues are likely to need this and again, taking part is entirely optional.  The wellbeing screen is a structured discussion with a trained TRiM Practitioner focusing on how you are getting on, thinking about any risks to your wellbeing, offering practical advice and assistance and thinking together about whether further support may be helpful to you.  TRiM Wellbeing Screenings usually last about an hour. They can be a one-off session, or sometimes a 1month &/or 3 month follow up session are required.

Confidentiality and data storage

TRiM is being run as a pilot project within the Trust and as such, some key information will be recorded as part of the TRiM process and service evaluation. Attendance at a TIB or a wellbeing screening is entirely voluntary. If you decline an invitation, it will not count against you in any way.

The names, service area and role of colleagues potentially impacted by a serious, critical or potentially traumatic incident will be shared with those attending the planning meeting in order to identify which colleagues may benefit from a TIB &/or a wellbeing screening as part of our duty of care to you as an employee. 

Names, basic demographics and service areas of those invited to a TIB may be recorded and whether these were attended or declined. For those attending a wellbeing screening, brief notes and data relating to welfare ratings will also be recorded. Discussions held during TRiM Wellbeing Screenings will be held in the strictest of confidence. The only exception to this is if you disclose something during the session that makes the TRiM Practitioner concerned about a significant risk to your safety or the safety of someone else. In these situations, we have a duty of care to report this as appropriate. In some instances, the TRiM Practitioner may ask for your consent to share information with your line manager with the aim of better supporting you within the workplace (e.g. reasonable adjustments, meeting welfare needs). Information of this nature will only be shared with your explicit consent.

TRiM data will be kept for the purpose of comparison at any follow up sessions, for reference if the colleague is involved in a further incident in the future (to help thinking about impact of cumulative trauma exposure) and for service evaluation purposes. All data used in service evaluation reporting will be anonymised and no individuals will be identifiable.  By taking part in TRiM you are consenting to your data being recorded and used in this way.

All TRiM records are stored securely in a confidential electronic format that is only accessible to the TRiM Team.  TRiM records do not form part of your line management or HR records.  You can ask for a copy of your TRiM records at any time. Records will be retained in line with the Trust Records Retention Guidance for staff (closure +7 years). As this is a voluntary process, you can also ask for your records to be removed/destroyed at any time prior to this time point.

Contact us

If you have any questions, comments, compliments or complaints in relation to TRiM, or if you wish to withdraw or be removed from the TRiM process you can either contact one of the TRiM Managers:

Marie.Kershaw@birminghamchildrenstrust.co.uk           

Lauren.Good@birminghamchildrenstrust.co.uk

Or contact the main TRiM inbox: Trim@birminghamchildrenstrust.co.uk

If you have any concerns or complaints relating to TRiM, you can also contact the responsible Assistant Director: Diane.Partridge@birminghamchildrenstrust.co.uk

An overview of your data protection rights can also be found here.