How the IRP gathers further evidence
Published 8 January 2020
Applies to England
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This publication is available at https://www.gov.uk/government/publications/irp-formal-advice-process/how-the-irp-gathers-further-evidence
1. When the IRP needs to seek further evidence
Usually, we will provide advice within 20 working days of receipt of the appropriate documentation. Exceptionally, we may advise that further evidence is required. This may be because we need to understand local services and circumstances better and/or wish to take evidence directly from stakeholders.
Where this is considered necessary, and the Secretary of State agrees, we will usually provide advice within a further 60 working days (though more time may be required for particularly complex services and referrals). The process may involve site visits and evidence-taking from key stakeholders and interested parties.
As many Panel members as possible will take part. Where appropriate, the chair may appoint a lead sub-group representing the clinical, managerial and lay membership. But the full Panel will agree the advice and recommendations to be submitted to the Secretary of State.
1.1 Site visits
Panel members will visit the locality and sites affected by the proposals. This ensures that members have a good mental picture of sites, the locations in which they are set and the journeys involved when they consider oral and written evidence.
1.2 Evidence-taking
This may be undertaken in a variety of ways. We consider all forms of relevant information and will engage people from all sides of the debate. People may present their views and evidence to us by email, letter, by leaving a voice message or in an interview or meeting. Comments, photographs, copies of relevant documents or press cuttings are all accepted. We can be contacted at any stage in the review process though we do ask that the review timescale is observed by not submitting large amounts of evidence in the final few days.
Different members may be involved on different days but all information is shared and the Panel as a whole will discuss evidence and exchange views in coming to a consensus on its advice and recommendations.
We are unable to respond to individual submissions but everyone who offers views or evidence to the IRP, including those attending formal meetings and interviews, will be acknowledged in the appendices to our advice - unless you request otherwise. Let us know if you would like the views or evidence you offer to be treated as confidential.
Please note: unless you tell us otherwise, or unless the content is clearly confidential, we will assume that all documentary evidence submitted to us is in the public domain. Anyone submitting written evidence should be aware of their responsibilities for personal data and all aspects of patient confidentiality including under the General Data Protection Regulation (GDPR).
2. Presenting oral evidence to the Panel
We try to listen to as many stakeholders as possible during site visits, meetings and interviews, although unfortunately we cannot meet everyone. Prior experience or involvement is not necessary, with some basic preparation all interested parties should be able to feel that they have made a useful contribution.
2.1 Getting your point across
Formal meetings are structured so that Panel members introduce themselves then give you time to make your points before asking questions. These meetings are strictly time limited, so please prepare in advance and aim to be as succinct as possible. You might find it helpful to bring a list of written points or evidence with you, both for personal reference and also to leave with us. If you wish us to refer to handouts or documents during the meeting, you should bring six sets of documents with you.
When presenting, you should bear in mind that your personal views and concerns will be strengthened by relevant and specific supporting evidence. This might include reference to events, data, photographs, outcomes, dates or times. For example, if you wish to raise issues about transport and access, you might wish to assemble relevant evidence about travel times, parking, costs and routes etc to support the point you are making. This will help us to understand your concerns and the reasons for them.
Where a group of people are attending a meeting, it might be useful to agree on a spokesperson to set the scene and a schedule for other speakers to express their views. It is always helpful for us to know in advance the names of all those attending meetings.
2.2 Practical issues
We usually acknowledge those present at meetings in the appendices to our advice and you should tell us if you do not want this to happen. We sometimes record oral evidence sessions. This helps us to reflect in our advice what was actually said rather than relying on notes or memory. Recordings and transcripts are for the IRP’s use only and will not be made more widely available. Please tell us in advance if you do not want to be recorded.
The use of presentation media such as PowerPoint or an overhead projector is entirely optional – if you do intend to use them please let us know in advance so that we can ensure the appropriate equipment is available. Similarly, if you have any special needs, for example regarding access to meeting rooms, interpretation or visual or hearing impairment, please let us know ahead of the meeting.
2.3 In summary
To make the meeting as productive as possible:
- be prepared
- expect to do most of the talking
- be aware of the time - make important points first
- keep it relevant
- bring supporting evidence
- if meeting as a group, agree a spokesperson and order for speaking
2.4 Alternatives to oral presentation
Individuals or organisations who find speaking to groups difficult, just have a brief point to make, or wish to support evidence already submitted by others, should consider writing, emailing or leaving a voice message as an alternative. This could save time and stress without reducing the impact of what you have to say.
3. What happens after we have submitted our advice?
We publish our advice on the IRP website so that the public can see the information we have taken into account, our conclusions and how we reached them. We co-ordinate publication with the announcement of the Secretary of State’s decision.
Once our advice has been published, our role is complete. The IRP has no responsibility for the implementation or monitoring of the implementation of the Secretary of State’s decision.