Chaperone Policy

1. Purpose

This policy sets out the arrangements for the training, use, and responsibilities of chaperones within the GP practice. It aims to safeguard patients, clinicians, and staff during intimate or potentially sensitive examinations, and to ensure compliance with professional, legal, and ethical standards.

2. Scope

This policy applies to:

• All clinical staff (including GPs, nurses, healthcare assistants, and trainees)
• Non-clinical staff who may act as chaperones
• Students, locums, and temporary staff working within the practice

The policy applies to all consultations, whether face-to-face, home visits, or other clinical settings where examinations may occur.

3. Definition of a Chaperone

A chaperone is an impartial observer present during an intimate or sensitive examination to:

• Provide reassurance and dignity to the patient
• Act as a safeguard for both patient and clinician
• Assist with practical aspects of the examination if appropriate and trained

A chaperone must be a trained member of staff and should not usually be a family member or friend of the patient.

4. When a Chaperone Should Be Offered

A chaperone should be offered:

• For all intimate examinations (e.g. breast, genital, rectal examinations)
• Where the patient requests a chaperone
• Where the clinician feels a chaperone is appropriate
• Where there is a cultural, language, age, or vulnerability consideration

The offer of a chaperone should be made regardless of the gender of the clinician or patient.

5. Patient Choice

• Patients have the right to accept or decline a chaperone.
• The offer and the patient’s decision must be documented in the clinical record.
• If a patient declines a chaperone, the clinician should consider whether it is appropriate to proceed without one.
• If no trained chaperone is available and the examination is non-urgent, it should be postponed.

6. Who Can Act as a Chaperone

A chaperone must:

• Be a trained member of the practice team
• Understand the role and responsibilities of a chaperone
• Be familiar with safeguarding and confidentiality requirements

Suitable chaperones may include:

• Nurses
• Healthcare assistants
• Trained reception or administrative staff (where appropriate)

Untrained staff, relatives, or friends of the patient should not act as chaperones.

7. Training Requirements

All staff acting as chaperones must receive training that includes:

• Understanding the role and responsibilities of a chaperone
• Maintaining patient dignity and respect
• Confidentiality and data protection
• Safeguarding adults and children
• Raising concerns or reporting inappropriate behaviour

Training should:

• Be provided at induction for new staff
• Be refreshed at regular intervals (at least every 3 years or in line with practice policy)
• Be documented and recorded by the practice

8. Role and Responsibilities of the Chaperone

The chaperone should:

• Introduce themselves to the patient
• Be positioned to observe the examination appropriately
• Provide reassurance and support to the patient
• Maintain patient confidentiality at all times
• Intervene or raise concerns if they observe anything inappropriate

The chaperone must not:

• Participate in the examination unless trained and requested
• Leave the room during the examination

9. Clinician Responsibilities

Clinicians must:

• Explain the examination clearly and obtain informed consent
• Offer a chaperone and document the outcome
• Ensure the chaperone is appropriately trained
• Respect patient dignity and privacy at all times
• Stop the examination if concerns are raised

10. Documentation

The clinical record must include:

• That a chaperone was offered
• Whether the patient accepted or declined
• The name and role of the chaperone if present

11. Confidentiality

All information disclosed during the consultation is confidential. Chaperones are bound by the same confidentiality policies as all practice staff.

12. Safeguarding and Raising Concerns

Any concerns about patient safety, clinician conduct, or inappropriate behaviour must be reported immediately in line with the practice safeguarding and whistleblowing policies.

13. Equality and Diversity

This policy is applied in a non-discriminatory manner, respecting patients’ cultural, religious, and personal preferences wherever possible.

14. Monitoring and Review

• The practice will maintain a register of trained chaperones.
• Compliance with this policy may be audited.
• This policy will be reviewed every 3 years or sooner if guidance changes.

15. Related Policies

• Safeguarding Adults Policy
• Safeguarding Children Policy
• Confidentiality Policy
• Whistleblowing Policy