Closing a Safeguarding Case

1. Using this Procedure

This is a multi-agency procedure, meaning it applies to all organisations in XXXXX.

This procedure should be used by the lead practitioner, local authority Safeguarding Adults Manager (SAM) and any other professional or person involved in making the decision about closing a case.

Remember: Check the Contacts and Practice Resources area for any supplementary guidance or processes you are required to follow when closing a safeguarding case.

2. Roles and Responsibilities

The local authority Safeguarding Adults Manager (SAM) is responsible for all decisions about closing (or not closing) a safeguarding case.

Note: If the SAM is not available, they should designate an appropriate colleague to deputise in their absence.

3. When to Close a Case

Remember: Check the Contacts and Practice Resources area for any specific guidance or processes you are required to follow.

In all cases

A safeguarding case should be closed when there is evidence that the risks posed to the adult have been effectively managed or no longer exist.

This should be demonstrated via a proportionate and appropriate assessment of risk.

A safeguarding case can be closed at any stage of the safeguarding process.

Conclusion of enquiries

Where enquiries are being made the case should be closed when these enquiries reach their conclusion and the outcome is agreed.

If risk remains (even if it has been reduced) then the need to develop a Safeguarding Plan (or maintain a Safeguarding Plan developed earlier in the process) must be considered.

A safeguarding plan will usually be required where the risk of abuse or neglect is:

1. Ongoing, complex, or unstable;
2. The risk of harm to the adult or others remains significant;
3. Other factors such as coercion, undue influence, or duress add to the complexity and uncertainty of the risk, and that the risk cannot be managed appropriately or adequately by other processes.

If a Safeguarding Plan is subsequently developed (or maintained) the overall case should still close but the lead practitioner should maintain their involvement to ensure the plan is reviewed as agreed.

See: The Safeguarding Plan.

If a Safeguarding Plan is not to be developed (or maintained) the Safeguarding Adults Manager must ensure that any effective risk management strategies are incorporated into the adult's Care and Support Plan (or Care Plan if NHS Continuing Healthcare) or Support Plan (if they are a carer). This will reduce the risk of any future concerns.

Consent withheld

A case can also be closed if;

1. The adult has capacity to make decisions around safeguarding; and
2. They do not consent (or withdraw consent) to involvement (or further involvement) with the safeguarding process.

If this is the case the SAM must ensure that risks and risk reduction strategies have been discussed with the adult, and that they know what to do if they change their mind or circumstances change in the future.

With the adult's consent, information about risks and risk strategies should also be shared with anyone involved in monitoring. For example, an advocate, social work team, housing colleague or health professional.

Concerns about coercion or undue influence

If there is concern that an adult's decision to disengage with the safeguarding process has been made as a result of coercion or undue influence it may be necessary to seek legal advice or consult with the police, depending on the assessed level of risk.

See: Legal Services Procedure.

Concerns about the safety of others

If the SAM deems there to be a risk to other adults, steps should be taken to assess and manage those risks, regardless of closing any individual case.

4. Recording the Decision and Notifying Others

Recording the Decision

The decision to close (or not to close) any safeguarding case should be clearly recorded in line with local recording requirements.

The record should be clear about the rationale behind the decision made.

Storage of external documents

Any external supporting documents must be stored in line with Data Protection legislation and local recording policy. They should also be stored in a logical manner so they can be easily accessed should the information be requested by legal services or the police.

Notifying others

The adult

If the adult was aware that a safeguarding process had begun they should also be notified when it has ended. This applies even if they have not been actively involved in it.

The Safeguarding Adults Manager (SAM) should determine who is best placed to notify the adult. Where the criteria has been met for an advocate to be appointed, it is likely that they will be the most appropriate person.

Others

Anyone else involved in the safeguarding process should be notified that the case is closed.

All information sharing should be carried out with regard to the Caldicott Principles, Data Protection legislation and local information sharing policies.

5. Complaints and Disagreements

If anybody (the adult or any other person or professional) is dissatisfied with any aspect of the safeguarding process, including any action taken (or not taken) and any decision made (or not made), they can discuss their concerns with the local authority Safeguarding Adults Manager (SAM) or make a formal complaint.

Customer to add information about dispute resolution process if available