Patient Policies & Chaperones

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Every patient must feel safe, respected and able to make an informed choice during assessment and ear microsuction. A chaperone is a trained, impartial observer who supports dignity and can raise concerns. Although ear examination and microsuction are not normally classed as intimate examinations, they involve close contact; patients may request a chaperone for any consultation or procedure. This policy applies to staff and contractors at the clinic, including care for children and vulnerable adults.

Information and offer

The availability of a chaperone will be stated on the website, in booking information and on a clinic notice. Patients may ask when booking or at any point during the visit. Before examination or treatment the clinician will explain what will happen, obtain consent, check the patient is comfortable and offer a chaperone. The patient may change their mind or ask to stop at any time. A chaperone does not replace consent, privacy or respectful communication.

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Arranging and choosing a chaperone

Named chaperone: Martha Masoad. Martha Masoad will be contacted when a chaperone is needed, subject to availability, documented role training and suitability, and the patient’s agreement. Patients may request an alternative; the arrangements below apply if no suitable person is available.

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The clinic will arrange a suitable trained person where a chaperone is requested or clinically indicated. The chaperone should understand the procedure, respect confidentiality, remain present for the relevant examination and be positioned to observe without obstructing care. A patient may request a particular gender where practicable; the clinic will explain any limits and agree a safe plan. A family member or friend may attend for support if the patient wishes, but is not ordinarily an impartial formal chaperone.

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Only staff or contractors who have been briefed and trained for the role may act as formal chaperones. The Registered Manager will retain evidence of training and recruitment or DBS checks where appropriate. The person acting as chaperone must know how to raise a concern about conduct or patient distress directly with the Registered Manager or through the safeguarding and incident process.

If no suitable chaperone is available

If the patient requests a chaperone and none is available, explain this and offer a timely rearranged appointment. Do not pressure the patient to proceed. If delay could adversely affect health, assess the clinical risk, discuss alternatives or urgent referral, and document the agreed plan. If the clinician considers a chaperone necessary and the patient declines, explain the reason; where the clinician cannot safely proceed, offer another clinician or appointment, or arrange appropriate referral. Document the discussion and safety-netting.

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Children, young people and vulnerable adults

Explain the procedure in a way the patient can understand, seek their involvement and assess consent or other valid authority under the clinic Consent and Safeguarding policies. Offer a formal chaperone sensitively, and consider a parent, carer or advocate as additional support where appropriate. A parent or carer does not automatically replace a trained chaperone. Respect privacy and the young person’s wishes while considering capacity, safeguarding and best interests. Never perform a non-urgent examination by force when the patient is distressed or unwilling.

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Clinical record and concerns

Record that a chaperone was offered, accepted or declined; any preference or reason a request could not be met; the chaperone’s full name and role if present; the stage of care attended; consent; any interruption; and the plan if deferred. Document objectively and contemporaneously. Any concern raised by a chaperone or patient about conduct, consent or safety must be acted on promptly under the clinic complaints, incident and safeguarding procedures.