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Sharing Clinical Safety Duties Across a Primary Care Network

Coordinate clinical safety work across PCN practices with shared templates, rhythms, and governance.

Published · 30 October 2025Topics: pcn, governance, clinical-safety

Executive Overview

Primary Care Networks (PCNs) can share clinical safety responsibilities to reduce duplication, provide resilience, and improve compliance with DCB0160. This guide explains how practices can collaborate on governance, documentation, and incident management while retaining local accountability for patient care.

Decide the Collaboration Model

  • Network Clinical Safety Officer (CSO): appoint a single CSO with deputies in each practice; the CSO coordinates policies, templates, and assurance.
  • Shared service hub: create a central safety team (could be part of the PCN management team) that maintains documentation, runs training, and supports incident reviews.
  • Federated approach: each practice retains a CSO but shares tools, training, and peer reviews to align standards.

Choose the model that reflects PCN size, resources, and existing governance structures. Document responsibilities and escalation routes in a memorandum of understanding (MoU).

Build Joint Governance Structures

  • Set up a PCN clinical safety group with representatives from each practice (CSO, practice manager, digital lead).
  • Agree terms of reference covering meeting cadence, decision-making authority, and reporting lines to the PCN board.
  • Establish shared agendas for reviewing hazard logs, change requests, incident trends, and supplier performance.
  • Create a joint change calendar so network-wide deployments (for example, shared online consultation platforms) are coordinated.

Standardise Tools and Documentation

  • Maintain a shared library of templates (hazard logs, safety cases, change control forms, risk registers, training packs).
  • Use common naming conventions and version control to avoid confusion.
  • Store documents in a secure shared workspace with controlled access (Teams, SharePoint, or an NHS-approved intranet).
  • Align with network-wide DSPT submissions and DTAC assessments to reuse evidence.

Coordinate Incident Management

  • Agree a network incident reporting process with triage levels (practice-level, network-level, urgent escalation).
  • Use a shared safety log or incident management tool; allow practices to flag issues that affect other sites quickly.
  • Run cross-practice incident reviews to share learning and update shared hazard logs.
  • Provide a network communication plan for high-severity incidents, including patient messaging and commissioner notification.

Provide Training and Support

  • Offer joint CSO training sessions, refresher courses, and peer mentoring.
  • Develop network-wide induction materials for new staff and locums, covering safety policies and digital workflows.
  • Organise regular learning events (webinars, workshops) to discuss new standards, supplier changes, or incident insights.
  • Share best practice guides and microlearning videos to keep knowledge consistent.

Track Benefits and Evidence

  • Monitor shared metrics such as incident volume, closure times, training completion, and audit outcomes across the PCN.
  • Produce quarterly reports highlighting improvements, resource savings, and outstanding actions.
  • Use data to negotiate with commissioners for funding or support, demonstrating the value of the collaborative model.

Scenario: Southside PCN

Southside appointed a network CSO supported by a rotating practice clinician each quarter. The PCN created a shared SharePoint library for hazard logs, safety cases, and change calendars. Monthly network safety meetings review incidents and change requests, while a dedicated Teams channel captures day-to-day updates. Practices now spend less time on duplicated paperwork and present unified evidence during commissioner assurance visits.

Pitfalls to Avoid

  • Unclear accountability: ensure each risk or action still has a named practice owner even when processes are shared.
  • Over-centralisation: do not remove local visibility—practices must remain engaged in daily safety checks.
  • Poor communication: regular updates and easy access to documents keep all practices aligned.
  • Resource imbalance: balance contributions so smaller practices benefit without feeling overburdened.

Action Checklist

  • Agree a collaboration model and document roles and escalation routes in an MoU.
  • Set up a PCN clinical safety group with defined meeting cadence and agendas.
  • Build a shared template library and secure document repository.
  • Align incident reporting and change control across the network.
  • Launch joint training and monitoring, reporting progress to the PCN board and commissioners.

Resources to Bookmark

Key Takeaways

Sharing clinical safety duties across a PCN reduces duplication, strengthens resilience, and improves assurance. With clear governance, shared tools, and continuous communication, practices can collaborate effectively while maintaining local accountability.